Minutes of the Board of Regents of Stephen F. Austin State University. 2011, Volume No. 270

Stephen F. Austin
State University
MINUTES OF THE
BOARD OF REGENTS
Nacogdoches, Texas
July 18 and 19, 2011
Volume 270
TABLE OF CONTENTS
BOARD MINUTES FOR JULY 18 AND 19, 2011
MEETING 270
Page
APPROVAL OF MINUTES
Board Order 11-25
Approval of April 18 and 19, 2011; May 13, 2011; and July 5, 2011 Minutes ...................3
BUILDING AND GROUNDS
Board Order 11-26
Naming of Ed and Gwen Cole Student Success Center ......................................................3
REPORTS
Report from Faculty Senate Chair
ADMINISTRATION
Board Order 11-27
Election of President ............................................................................................................4
Election of General Counsel ................................................................................................4
Election of Director of Audit Services .................................................................................4
Election of Coordinator of Board Affairs ............................................................................4
PERSONNEL
Board Order 11-28
Faculty Appointments for 2011-2012 ..................................................................................5
Staff Appointments for 2011-2012 ......................................................................................5
Changes of Status for 2011-2012 .........................................................................................6
Retirements ......................................................................................................................8
Holiday Schedule for 2011-12 .............................................................................................8
ACADEMIC AND STUDENT AFFAIRS
Board Order 11-29
Intercollegiate Athletic Policy and Procedures Manual Revisions ......................................9
Policy Revisions...................................................................................................................9
FINANCIAL AFFAIRS
Board Order 11-30
Media Brokerage Services .................................................................................................11
Contract for Fire Alarm Inspection ....................................................................................11
Contract with Hydrex for Environmental Services ............................................................11
Purchase of Natural Gas.....................................................................................................12
Grant Awards ....................................................................................................................12
Approval of Graduation Fees .............................................................................................12
Third Party Medical Billing Services ................................................................................13
Adoption of the Fiscal year 2011-12 Capital Infrastructure Budget..................................13
Approval of the Fiscal Year 2011-12 Capital Operating Plan Budget ..............................13
Adoption of the Fiscal Year 2011-12 Institutional Budget ................................................14
Policy Revisions.................................................................................................................14
BUILDING AND GROUNDS
Board Order 11-31
Approval of the Fiscal Year 2011-12 Capital Infrastructure Plan .....................................15
Policy Revisions.................................................................................................................15
Board Order 11-32
Naming of Janice Pattillo Early Childhood Research Center ............................................16
REPORTS
President
Audit Services Report
Student Government Association
MINUTES FOR APPROVAL
April 18 and 19, 2011; May 13, 2011 and July 5, 2011 Board Meetings
APPENDICES
Appendix 1 – Intercollegiate Athletic Policy and Procedures Manual Revisions
Appendix 2 – Fiscal Year 2011-2012 Capital Plan Project Items
Appendix 3 – Grant Awards
Appendix 4 – Fiscal Year 2011-2012 Capital Infrastructure Budget
Fiscal Year 2011-2012 Capital Operating Plan Budget
Appendix 5 – Higher Education Fund Allocations
Appendix 6 – Policy Revisions
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Stephen F. Austin State University
Minutes of the Meeting of the Board of Regents
Nacogdoches, Texas
July 18 and 19, 2011
Austin Building 307
Meeting 270
Monday, July 18, 2011
The regular meeting of the Board of Regents was called to order in open session at 8:12
a.m. on Monday, July 18, 2011, in the Austin Building Board Room by Chair Bob
Garrett.
PRESENT:
Board Members: Mr. Bob Garrett, Chair
Dr. Scott Coleman
Mr. James Dickerson
Ms. Sarah Feye
Ms. Brigettee Henderson
Mr. Steve McCarty
Mr. Ken Schaefer
Mr. Ralph Todd
President: Dr. Baker Pattillo
Vice-Presidents: Dr. Richard Berry
Mr. Danny Gallant
Mr. Steve Westbrook
General Counsel: Mr. Damon Derrick
Other SFA administrators, staff, and visitors
Regents Carlos Amaral and Valerie Ertz were absent.
Chair Garrett called for an executive session to consider the following items:
Consideration of Individual Personnel Matters Relating to Appointment, Employment,
Evaluation, Assignment, Duties, Discipline, or Dismissal of an Officer or Employee,
including but not limited to president, vice presidents, executive director of public affairs
and marketing, general counsel, director of audit services and coordinator of board
affairs. (Texas Government Code, Section 551.074)
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Deliberations Regarding Negotiated Contracts for Prospective Gifts or Donations (Texas
Government Code, Section 551.073)
Possible naming opportunities
Consultation with Attorney Regarding Legal Advice or Pending and/or Contemplated
Litigation or Settlement Offers, including but not limited to reported complaints, EEOC
filings, and HIPAA. (Texas Government Code, Section 551.071)
The executive session ended at 9:50 a.m. and the board moved back into open session
and recessed with no further action.
The Building and Grounds Committee convened at 10:02 a.m. and adjourned at 10:30
a.m. The Finance and Audit Committee convened at 10:30 a.m. and adjourned at 11:42
a.m. The Academic and Student Affairs Committee convened at 3:05 p.m. and adjourned
at 4:22 p.m.
Tuesday, April 19, 2011
The chair reconvened the board meeting in open session at 9:07 a.m. on Tuesday, July
19, 2011.
PRESENT:
Board Members: Mr. Bob Garrett, Chair
Dr. Scott Coleman
Mr. James Dickerson
Ms. Sarah Feye
Ms. Brigettee Henderson
Mr. Steve McCarty
Mr. Ken Schaefer
Mr. Ralph Todd
President: Dr. Baker Pattillo
Vice-Presidents: Dr. Richard Berry
Mr. Danny Gallant
Mr. Steve Westbrook
General Counsel: Mr. Damon Derrick
Other SFA administrators, staff, and visitors
Regents Carlos Amaral and Valerie Ertz were absent.
Regent Henderson led the pledge to the flags and Regent Todd provided the invocation.
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RECOGNITIONS
Robert Hill was recognized as an Athletic Director of the Year by the National
Association of Collegiate Directors of Athletics (NACDA). Steve Westbrook introduced
members of the SFA Bass Club, who recently won national championship honors; Ralph
Busby who is retiring from SFA as Director of Counseling and Career Services; and
those involved with the Peer Involvement Advising Program. Ric Berry recognized
James Standley who is retiring from SFA as Dean of Graduate Studies, Mary Nelle
Brunson who is being named Associate Provost and Dean of the Graduate School, and
Elizabeth Vaughn who is being named Chair of the Department of Elementary Education.
APPROVAL OF MINUTES
BOARD ORDER 11-25
Upon motion by Regent Dickerson, seconded by Regent McCarty, with all members
voting aye, it was ordered that the minutes of the April 18 and 19, May 13, and July 5,
2011 meetings of the Board of Regents be approved as presented.
BUILDING AND GROUNDS
BOARD ORDER 11-26
Upon motion by Regent McCarty, seconded by Regent Coleman, with all members
voting aye, it was ordered that the following Building and Grounds item be approved:
NAMING OF ED AND GWEN COLE STUDENT SUCCESS CENTER
WHEREAS, the board considered the following: In accordance with Board Rules and
Regulations and university policy D-22, Naming Guidelines, buildings and other facilities
may be named for persons, both living and deceased, and the board may create any
alternate naming opportunity within its discretion. The board will consider the
appropriate naming of the student success center currently housed within the new
residence hall at 508 East College, Nacogdoches.
THEREFORE, the Board of Regents adopted the following resolution:
WHEREAS, Ed and Gwen Cole are among the most loyal benefactors and
supporters of art, music, theatre, biotechnology, nursing, audiology, alumni and
athletic programs at Stephen F. Austin State University; and
WHEREAS, they have served as members of the Stephen F. Austin State
University Foundation Board of Trustees, Friends of Music, College of Fine Arts
Dean’s Circle Advisory Board, and Presidents of the Lumberjack and Ladyjack
Booster Clubs; and
WHEREAS, they have faithfully served and continue to serve Stephen F. Austin
State University with distinction and honor as dedicated friends; and
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WHEREAS, in their loyal dedication to Stephen F. Austin State University and
their generous spirit of service and standards of excellence, they have set a
distinguished example for others;
NOW, THEREFORE, LET IT BE RESOLVED, the Board of Regents expresses
its admiration, gratitude and high regard for Ed and Gwen Cole by naming the
student success center currently housed within the new residence hall to be
opened in the fall 2011 semester and located at 508 East College, Nacogdoches,
the Ed and Gwen Cole Student Success Center.
REPORTS
David Howard, chair of the Faculty Senate, gave a report on the Faculty Senate 2011-
2012 agenda.
ADMINISTRATION
BOARD ORDER 11-27
Upon motion by Regent Schaefer, seconded by Regents Coleman, with all members
voting aye, the following items were approved:
ELECTION OF PRESIDENT
A performance evaluation was conducted, and the board recommends that Baker Pattillo
be reelected president of Stephen F. Austin State University at an annual salary of
$291,720, effective September 1, 2011.
ELECTION OF GENERAL COUNSEL
A performance evaluation was conducted, and the board recommends that Damon
Derrick be reelected interim general counsel at an annual salary of $118,000, effective
September 1, 2011.
ELECTION OF DIRECTOR OF AUDIT SERVICES
A performance evaluation was conducted, and the board recommends that Gina Oglesbee
be reelected director of Audit Services at an annual salary of $106,080, effective
September 1, 2011.
ELECTION OF COORDINATOR OF BOARD AFFAIRS
A performance evaluation was conducted, and the board recommends that Judy
Buckingham be reelected coordinator of board affairs at an annual salary of $44,064,
effective September 1, 2011.
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PERSONNEL
BOARD ORDER 11-28
Upon motion by Regent Dickerson, seconded by Regent McCarty, with all members
voting aye, the following personnel items were approved:
FACULTY APPOINTMENTS FOR 2010 – 2011
EDUCATION
Jamie Cupit, Instructor of Human Sciences, M.S. (Stephen F. Austin State University), at
an academic year salary of $50,000 for 100 percent time, effective September 1, 2011.
Mark Faries, Assistant Professor of Kinesiology and Health Science, M.S. (Baylor
University), at an academic year salary of $50,000 for 100 percent time, effective
September 1, 2011.
Cassity Gutierrez, Assistant Professor of Kinesiology and Health Science, M.S. (Texas
A&M University), at an academic year salary of $50,000 for 100 percent time, effective
September 1, 2011.
FINE ARTS
Tamey Anglley, Lecturer of Music and Assistant Director for Bands, D.M.A. (Texas
Tech University), at an academic year salary of $45,000 for 100 percent time, effective
September 1, 2011.
Jason Scott, Assistant Professor of Theatre, Ph.D. (University of California), at an
academic year salary of $44,500 for 100 percent time, effective September 1, 2011.
Toni Smith, Visiting Assistant Professor of Theatre, M.F.A. (University of California), at
an academic year salary of $42,000 for 100 percent time, effective September 1, 2011.
LIBERAL AND APPLIED ARTS
Jen McClanaghan, Assistant Professor of English, Ph.D. (Florida State University), at an
academic year salary of $46,000 for 100 percent time, effective September 1, 2011.
STAFF APPOINTMENTS FOR 2010 – 2011
ATHLETICS
Damitria Buchanan, Assistant Women’s Basketball Coach, at a 10.5 month salary of
$41,431 for 100 percent time, effective May 31, 2011.
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Alexander Meng, Assistant Softball Coach, at a 10.5 month salary of $24,000 for 100
percent time, effective June 27, 2011.
Jake Morrison, Assistant Football Coach, at a 10.5 month salary of $30,000 for 100
percent time, effective April 4, 2011.
EDUCATION
Heather Verell, Teacher in Early Childhood Lab, at an annual salary of $32,000 for 100
percent time, effective May 16, 2011.
FINE ARTS
Charlene Rathburn, Director of Art Gallery, at an annual salary of $47,061 for 100
percent time, effective May 2, 2011.
STUDENT AFFAIRS
Endia Knoten, Residence Hall Director, at an annual salary of $28,500 for 100 percent
time, effective June 6, 2011.
CHANGES OF STATUS FOR 2010 – 2011
ADMISSIONS
Toni Chandler, from Regional Admissions Coordinator at an annual salary of $43,770 for
100 percent time, to Senior Regional Admissions Counselor at an annual salary of
$44,770 for 100 percent time, effective May 1, 2011.
Maxwell Holmes, from Graduate Assistant at an academic year salary of $7,500 for 50
percent time, to Admissions Counselor at an annual salary of $32,150 for 100 percent
time, effective May 16, 2011.
Ryan Horne, from Senior Admissions Counselor at an annual salary of $37,400 for 100
percent time, to Assistant Director Admissions at an annual salary of $40,000 for 100
percent time, effective May 1, 2011.
Kimberly Lower, from Associate Director Admission-Recruiting at an annual salary of
$53,000 for 100 percent time, to Associate Director Admissions-Data at an annual salary
of $55,700 for 100 percent time, effective May 1, 2011.
Jessica Maynard, from Assistant Director of Admissions at an annual salary of $44,100
for 100 percent time, to Assistant Director of Admissions with additional duties at an
annual salary of $46,100 for 100 percent time, effective May 1, 2011.
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Janet McLeroy, from Admissions Counselor at an annual salary of $36,300 for 100
percent time, to Senior Admissions Counselor at an annual salary of $37,300 for 100
percent time, effective May 1, 2011.
ATHLETICS
Jake Morrison, from Assistant Football Coach at a 10.5 month salary of $30,000 for 100
percent time, to Assistant Football Coach with a position change at a 10.5 month salary
of $32,000 for 100 percent time, effective June 1, 2011.
Staci Ramsey, from Assistant Softball Coach at a 10.5 month salary of $24,000 for 100
percent time to Assistant Softball Coach with a position change at a 10.5 salary of
$34,816 for 100 percent time, effective June 27, 2011.
Benjamin Rikard, from Athletic Media Relations Assistant at an annual salary of $27,499
for 100 percent time to Assistant Director Athletic Media Relations at an annual salary of
$38,833 for 100 percent time, effective June 13, 2011.
Nicholas Shaw, from Graduate Teaching Assistant at a semester salary of $4,612 for 50
percent time to Assistant Men’s Basketball Coach at a 10.5 month salary of $40,000 for
100 percent time, effective May 16, 2011.
EDUCATION
Mary Nino, from Associate Director of Project ENLANCE at an annual salary of $70,019
for 100 percent time, to Assistant Professor of Secondary Education and Educational
Leadership at an academic year salary of $51,500 for 100 percent time, effective
September 1, 2011.
Elizabeth Vaughan, from Professor of Elementary Education at an academic year salary
of $103,999 for 100 percent time, to Professor and Chair of Elementary Education at an
annual salary of $110,000 for 100 percent time, effective September 1, 2011.
INTERNATIONAL PROGRAMS
Heather Catton, from International Programs Specialist at an academic year salary of
$28,683 for 100 percent time, to Interim Director of International Studies at an academic
year salary of $28,683 for 100 percent time with an additional stipend of $750 per month
for five months, effective April 18, 2011.
POST OFFICE
Don Clasquin, from Assistant Manager of the Post Office at an annual salary of $30,423
for 100 percent time, to Manager of the Post Office at an annual salary of $43,000 for
100 percent time, effective June 30, 2011.
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STUDENT AFFAIRS
Hollie Gammel-Smith, from Interim Director of Student Affairs at an annual salary of
$50,104 with an additional stipend of $500 per month for 100 percent time, to Assistant
Dean of Student Affairs-Programs at an annual salary of $70,000 for 100 percent time,
effective July 1, 2011.
UNIVERSITY POLICE DEPARTMENT
Michael Coffee, from Database Specialist II at the Columbia Center at an annual salary
of $63,841 for 100 percent time, to Manager of Public Safety Technology at an annual
salary of $58,800 for 100 percent time, effective April 8, 2011.
RETIREMENTS
The following retirements were accepted:
Ralph Busby, Director of Counseling and Career Services, effective August 24, 2011.
William Gibson, Professor of Biology, effective May 31, 2011.
Walter Scalen, Assistant Professor of Government, effective May 31, 2011.
HOLIDAY SCHEDULE 2011-2012
Thirteen holidays are allowed by the state for 2011-2012. The following schedule will
allow SFA to be closed for Labor Day, 2 days at Thanksgiving, 5 working days during
Christmas, 5 working days during Spring Break, Memorial Day, and Independence Day,
which totals fifteen days. Employees will be required to take one day of vacation or
compensatory time on December 30, and one day of vacation or compensatory time on
March 16. Campus buildings will be shut down for nine days during the Christmas
break, and nine days during Spring break.
Sept. 5 Labor Day
Nov. 24-25 Thanksgiving Break
Dec. 26-30 Christmas Break
Mar. 12-16 Spring Break
May 28 Memorial Day
July 4 Independence Day
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ACADEMIC AND STUDENT AFFAIRS
BOARD ORDER 11-29
Upon motion by Regent Dickerson, seconded by Regent Henderson, with all members
voting aye, the following items were approved.
INTERCOLLEGIATE ATHLETIC POLICIES AND PROCEDURES MANUAL
REVISIONS
WHEREAS, the board considered the following: In accordance with NCAA requirements
the university adopted an Intercollegiate Athletic Policies and Procedures Manual in
1994. This policy manual is annually reviewed and approved by the board in its July
meeting. Minor policy and/or procedure changes have occurred since the July 2009
revision and are included in Appendix 1.
THEREFORE, the revisions to the Athletic Policies and Procedures Manual were approved
as presented in Appendix 1.
POLICY REVISIONS
WHEREAS, the board considered the following: The Board Rules and Regulations state
that the Academic and Student Affairs Committee will consider:
the curricula of the various colleges and departments of the university with
any other matters dealing with academic programs and the progress
thereof;
the research programs within the university and their relationship to all
graduate education;
student affairs within the university; and
personnel matters within the university.
The following policies are necessary to incorporate organizational, job title, and
regulatory changes and to improve the flow of information in the above areas of
responsibility. The general counsel has reviewed the proposed revisions.
THEREFORE, the Board of Regents adopted the following policy revisions as presented in
Appendix 6:
Academic Chair/Director Teaching Load (E-7A)
Academic Integrity (A-9.1)
Acceptable Use of Information Resources (F-40)
Class Attendance and Excused Absence (A-10)
Commencement (A-11)
Copyrighted Works Reproduction (A-12)
Discrimination Complaints/Sexual Harassment (E-46)
Emeritus (E-14A)
Faculty Code of Conduct (E-72)
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Grants and Contracts Administration (A-56)
Hazing (D-16)
Illicit Drugs and Alcohol Abuse (D-19)
Intellectual Property (D-20)
Intellectual Property Rights for Distance Education (D-20A)
Laboratory Fees (A-24)
Off-campus Credit Courses (A-34)
Out of State Electronic Fee (C-52)
Parking and Traffic Regulations (D-24)
Public Student Health (D-26)
Satisfactory Academic Progress for Financial Aid Recipients (A-40)
Student Conduct Code (D-34.1)
Student ID Cards (F-27)
Time Reporting/Timekeeping System (E-52N)
Vacation/ Sick Leave Report (E-54)
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FINANCIAL AFFAIRS
BOARD ORDER 11-30
Upon motion by Regent Coleman, seconded by Regent Schaefer, with all members
voting aye, the following financial affairs items were approved:
MEDIA BROKERAGE SERVICES
WHEREAS, the board considered the following: Public Affairs purchases advertising
through media buyers to insure the best locations and coverage for cable television and
billboard university marketing. The university issued an RFP January 2011 for media
brokerage services for fiscal year 2011 and selected Brivic Media. The RFP included
options to renew the agreement for four (4) additional one-year periods. At the time the
RFP was processed, purchases for the remainder of the year were less than $100,000 but
expected to exceed $100,000 in subsequent years.
THEREFORE, it was ordered that the university renew the contract for media buying
services up to four years at a cost not to exceed $500,000 and the president was
authorized to sign the contract.
CONTRACT FOR FIRE ALARM INSPECTION
WHEREAS, the board considered the following: The Texas State Fire Marshall requires
the university to comply with the National Fire Protection Association Code life safety
regulations. The regulations require fire alarm systems to be tested on an annual basis.
These tests include all detection, audio, visual and door closing devices as well as
suppression systems. Several providers of these services were solicited and Simplex was
determined to have the most competitive pricing and terms with no price escalation for
three years. This pricing is also better than could be obtained through the Texas Multiple
Award Schedule (TXMAS).
THEREFORE, it was ordered that Simplex be engaged to test the fire alarm systems and
make any necessary related repairs for the next three fiscal years at a price not to exceed
$140,000 per year. The president was authorized to sign any necessary purchase orders
and contracts.
CONTRACT WITH HYDREX FOR ENVIRONMENTAL SERVICES
WHEREAS, the board considered the following: The university contracted with Hydrex
Environmental, Inc. for hourly professional geological consulting services in February,
2006 through August 31, 2011 at a total cost not to exceed $150,000. To date the
university has spent $85,983.55.
THEREFORE, it was ordered that the contract be extended for an additional five (5) years
at a total cost not to exceed $200,000 and that the president be authorized to sign the
contract amendment.
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PURCHASE OF NATURAL GAS
WHEREAS, the board considered the following: The university currently purchases natural
gas through a contract with the Texas General Land Office. The contract ends on August
31, 2011. The university issued a request for proposals (RFP) for a new natural gas
contract. A best value will be determined from the responses received, and the proposal
will be submitted to the Texas General Land Office for review as required by Sec 31.401
of the Natural Resources Code.
THEREFORE, it was ordered that the vice president for finance and administration be
authorized to accept the contract proposal that represents the best value to the university
and submit the contract for review to the Texas General Land Office. The president was
authorized to sign a contract with the Texas General Land Office, which has been
determined to be the best value for the university.
GRANT AWARDS
WHEREAS, the board considered the following:
Fiscal year 2011 - The university has received grants totaling $46,081,880 that include
funds awarded for fiscal year 2011. This total includes multi-year award totals and
$862,190 in new awards since the last report. Of the multi-year total, grant awards
allocable to fiscal year 2011 are $18,916,586, which represents an increase of $1,368,268
since the last report.
Fiscal year 2012 - To date, the university has received grant awards totaling $28,178,307
that include funds awarded for fiscal year 2012. This includes multi-year award totals and
represents $9,491,302 in new and continuing grant awards allocable to fiscal year 2012.
The grant awards result from extensive faculty research and service engagement across
many academic disciplines. The grants include direct federal, federal pass through, state
and private awards.
THEREFORE, it was ordered that the additional fiscal year 2011 grant awards that total
$1,368,268 and fiscal year 2012 grant awards that total $9,491,302 be approved and
ratified. The grant awards are detailed in Appendix 3.
APPROVAL OF GRADUATION FEES
WHEREAS, the board considered the following: The administration requests an increase in
student graduation fees. The current graduation fee is $25 and the late application fee for
graduation is $50. The increase is necessary to cover diploma preparation and
commencement program costs.
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THEREFORE, it was ordered that the graduation fee be increased from $25 to $50, and the
late application for graduation fee from $50 to $100. The proposed rates will be effective
for students applying for graduation after September 1, 2011.
THIRD PARTY MEDICAL BILLING SERVICES
WHEREAS, the board considered the following: The university currently does not bill for
medical services rendered to student athletes in the athletic training facility. Insurance
companies recognize certain medical services rendered in the athletic training facility by
a licensed athletic trainer as a billable expense. Opportunities exist where an outside
company could provide third party billing for these medical services.
THEREFORE, it was ordered that an RFP be issued for a third party billing service provider
for services performed for student athletes in the athletic training facility. The Board of
Regents authorized the president to accept the proposal that represents the best value to
the university and to sign any and all agreements needed to contract for the services and
comply with federal laws and regulations as negotiated between the successful company
and the university.
ADOPTION OF THE FISCAL YEAR 2011-12 CAPITAL INFRASTRUCTURE
BUDGET
WHEREAS, the board considered the following: The university has developed a
comprehensive institutional capital infrastructure plan for fiscal year 2011-12. The 2011-
12 capital infrastructure plan includes academic, student life, building, and life safety
initiatives.
THEREFORE, it was ordered that the fiscal year 2011-12 capital infrastructure plan budget
of $4,973,650 as presented in Appendix 4 be adopted. Sources of funding are detailed in
specific action items.
APPROVAL OF THE FISCAL YEAR 2011-12 CAPITAL OPERATING PLAN
BUDGET
WHEREAS, the board considered the following: The capital plan includes capital operating
needs as well as infrastructure needs. The 2011-12 capital operating plan addresses the
university’s current major capital operating needs. The plan includes information
technology, vehicle and life safety initiatives.
THEREFORE, it was ordered that the $1,871,461 fiscal year 2011-12 capital operating plan
by project be adopted as detailed in Appendix 4. Each project in Appendix 4 was funded
at a level not to exceed the item cost, the source of funds used as described and the
president was authorized to sign associated purchase orders and contracts.
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ADOPTION OF THE FISCAL YEAR 2011-12 INSTITUTIONAL BUDGET
WHEREAS, the board considered the following: In accordance with Article III of the
Appropriation Bill for the 2012-13 biennium, the recommended institutional budget
totaling $217,975,710 for the 2011-12 fiscal year is submitted for approval. The 2011-12
proposed budget reflects state appropriation reductions, a 4.95% increase in tuition and
fees, and room and board increases. The proposed budget also includes faculty
promotions. A detailed Higher Education Fund allocation is included in Appendix 5.
THEREFORE, it was ordered that the $217,975,710 institutional budget for the 2011-12
fiscal year, be adopted as presented.
POLICY REVISIONS
WHEREAS, the board considered the following: The Board Rules and Regulations state
that the Finance and Audit Committee will consider:
budgeting and appropriations request processes;
all requests for appropriations and budgets covering expenditures of
educational and general funds and auxiliary programs including, but not
limited to, student housing and the athletic department;
handling of university funds, depositories, etc., whether from appropriated
or contributed funds; and
the auditing function of the university including, but not limited to, annual
audit plan, internal and external audit reports, risk assessment, and
audit/compliance issues.
The following policies are necessary to incorporate organizational, job title, and
regulatory changes and to improve the flow of information in the above areas of
responsibility. The general counsel has reviewed the proposed revisions.
THEREFORE, it was ordered that the following policy revisions be adopted as presented in
Appendix 6:
Items Requiring Board of Regents Approval (D-20.5)
Property Liability (B-34)
Receipts and Deposits (C-5)
Student Account Receivables (C-59)
Travel (C-49)
Year-End Purchasing (C-40)
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BUILDING AND GROUNDS
BOARD ORDER 11-31
Upon motion by Regent McCarty, seconded by Regent Coleman, with all members
voting aye, the following building and grounds items were approved:
APPROVAL OF THE FISCAL YEAR 2011-12 CAPITAL INFRASTRUCTURE PLAN
WHEREAS, the board considered the following: The university has a long term campus
infrastructure plan that addresses capital renewal, deferred maintenance and renovation
projects. The 2011-12 capital infrastructure plan addresses the university’s current
infrastructure needs. The 2011-12 capital infrastructure plan includes academic, student
life, building, and life safety initiatives.
THEREFORE, it was ordered that the $4,973,650 fiscal year 2011-12 capital infrastructure
plan by project be adopted as detailed in Appendix 2. It includes new construction,
campus improvement, deferred maintenance, and renovation. Each project in Appendix 2
was funded at a level not to exceed the item cost, the source of funds used as described
and the president was authorized to sign associated purchase orders.
POLICY REVISIONS
WHEREAS, the board considered the following: The Board Rules and Regulations state
that the Building and Grounds Committee will consider:
use and occupancy of university property; and
planning of, locating of, receiving bids for, awarding contracts for,
construction of, and maintenance of buildings, utilities, and other physical
facilities of the campus.
The following policies are necessary to incorporate organizational, job title, and
regulatory changes and to improve the flow of information in the above areas of
responsibility. The general counsel has reviewed the proposed revisions.
THEREFORE, it was ordered that the following policy revisions be adopted, as presented in
Appendix 6:
Firearms, Explosives and Ammunition (D-14)
Petitions and Handbills (D-25)
Signs and Exhibits (D-31)
Turner Auditorium (B-28)
Use of Amplified Sound on Campus Grounds (D-21)
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Board Order 11-32
Upon motion by Regent McCarty, seconded by Regent Todd, with all members voting
aye, the following item was approved.
NAMING OF JANICE PATTILLO EARLY CHILDHOOD RESEARCH CENTER
WHEREAS, the board considered the following: In accordance with Board Rules and
Regulations and university policy D-22, Naming Guidelines, buildings and other facilities
may be named for persons, both living and deceased, and the board may create any
alternate naming opportunity within its discretion. The board will consider the
appropriate naming of the facility opened on July 19, 2009, currently housing the Early
Childhood Research Center.
The Building and Grounds committee recommends that the board name the facility,
whose opening occurred on July 19, 2009, located at 2428 Raguet Street, Nacogdoches,
TX 75961 and currently housing the Early Childhood Research Center, for Dr. Janice
Pattillo, long-time educator at Stephen F. Austin State University.
THEREFORE, the following resolution was adopted:
WHEREAS, Dr. Janice Pattillo joined the SFA faculty in 1969 serving as the first
teacher in the university kindergarten and instructor in the new Early Childhood
teacher preparation; and
WHEREAS, she has served Stephen F. Austin State University for 42 years as a
teacher of children, professor of early childhood education, Coordinator of Early
Childhood Programs and Chair of the Department of Elementary Education; and
WHEREAS, through her visionary leadership the elementary teacher preparation
courses today are cohesive programs of learning that are based on her philosophy
of how children develop and construct knowledge in the learning process; and
WHEREAS, Dr. Pattillo had a vision for the SFA laboratory school and worked
with the families at the Early Childhood Lab and Nacogdoches ISD leadership to
establish the NISD/SFASU Charter School in 1998 as the first collaborative
university and school district charter school in Texas, now known as the SFASU
Charter School; and
WHEREAS, Dr. Pattillo saw the need to change the way programs are delivered
and worked with the elementary faculty to develop and deliver some of the first
online programs at SFA, earning the Texas STAR Award for Excellence in 2008;
and
WHEREAS, the opening of the Early Childhood Research Center in 2009 was the
result of Dr. Pattillo’s leadership and her vision for SFA elementary teacher
preparation programs as a place where children learn, student teachers observe
-17-
and work in model classrooms and elementary education faculty teach classes and
work all in the same building; and
WHEREAS, her life of dedication to teaching and learning has touched the lives
of thousands of young children and shaped the teaching practices of teachers in
Texas and beyond;
NOW, THEREFORE, LET IT BE RESOLVED, the Board of Regents expresses
its admiration, gratitude and high regard for Dr. Janice Pattillo by naming Early
Childhood Research Center at Stephen F. Austin State University the Janice
Pattillo Early Childhood Research Center.
REPORTS
PRESIDENT
Dr. Baker Pattillo presented a report concerning upcoming dates of interest to the board
members. He made comments on the legislative session, gave a SACS update, and
discussed the American Forester’s Accreditation. Dr. Pattillo discussed the Formula
Advisory Committee and activities of the SLC Conference. Dr. Pattillo announced that
Regent Valerie Ertz has resigned from the Board of Regents.
AUDIT SERVICES REPORT
Gina Oglesbee presented on the following topics: Expenditure Audit, Tuition and Fees
Audit, Risk Assessment and Update on Audit Plan
STUDENT GOVERNMENT ASSOCIATION
Syndi Mitchell, President of SGA, made remarks on the following topics: SFA Veterans
Resource Center, SFA Football Fan Buses, Archie McDonald Speaker Series and the
Watermelon Bash.
Steve McCarty introduced John Branch and Adam Peck, who made a report to the board
on the activities of the Athletic Attendance Committee.
PRESENTATION
Dr. Baker Pattillo and Mr. George Foreman signed a mutual agreement for the university
to accept a gift from Mr. Foreman of his sermons, letters and other papers to be housed in
the East Texas Research Center in the Steen Library. Mr. Foreman was presented with
medal representing a Lifetime Cultural Achievement Award he had earlier received as
part of the Archie McDonald Speaker Series.
The meeting was adjourned at 11:30 a.m.
Intercollegiate Athletic Policies and Procedures Manual
Proposed Revision July 19, 2011
POLICY NAME NUMBER ACTION/CHANGE
Departmental
Organization 301 Minor change
AAD Compliance 302C Minor change to job description
Assistant AD Student
Services 302K Minor change to job description
Invoicing &
Accounting 402B Minor change involving responsibility
Disbursements-Payroll 405B Procedure changes to comply with Banner
SA Financial Aid 502D
Added freshmen summer school
requirements
SA Academic Policy 503A Added KIN 200.012 info
SA Summer School 503B Minor revision
SA Housing 504A
Added new freshman residence housing
info
SA Drug & Alcohol
Policy 506B Major rewrite
Departmental Staff-
Vacation 508D Added new reporting requirements
Athletic Events-
Concessions 605A
Revised apparel/non-apparel sales at
athletic events.
Music & Entertainment 605C Major rewrite on tailgate procedures
Appendix 1
1
301:1
DEPARTMENTAL ORGANIZATION
The head of Stephen F. Austin State University’s Department of Intercollegiate Athletics is the
Director of Athletics who reports to the President who in turn reports to the Board of Regents.
Reporting directly to the Director of Athletics are:
The Associate Athletic Director for Compliance and Student Services who supervises the
Assistant Athletic Director for Student Services;
Assistant Athletic Director for Student Services
The Assistant Athletic Director for External Affairs who supervises the Coordinator of
Athletic Operations.
The Assistant Athletic Director for Business Affairs; who supervises the Media Relations
Director and Assistant Media Relations Director;
The Supervisor of Facilities and Equipment;
The Senior Woman Administrator; who serves in a dual role as Assistant Athletic Trainer;
The Assistant Athletic Director for Sports Medicine who supervises the Assistant Athletic
Trainers;
The Director of the Wellness Center;
The Head Coaches for all sports;
In addition, the Director of Athletics works closely with:
The Faculty Athletic Representative and the
Intercollegiate Athletics Council.
SFA
7/20087/2011
Appendix 1
2
302C:1
JOB DESCRIPTION
ASSOCIATE ATHLETIC DIRECTOR FOR COMPLIANCE & STUDENT SERVICES
Reports To: Director of Athletics
Positions Directly Supervised: Assistant Athletic Director for Student Services
Academic AssistantsNone
Basic Function
Responsible for ensuring compliance with University, Southland Conference, and National
Collegiate Athletic Association rules and regulations, to include providing managerial oversight
of all matters concerning student-athlete recruiting, admissions, eligibility, academic support,
financial aid and amateur status. Serves as a primary communication resource and liaison for
Departmental administrative staff members.
Duties and Responsibilities
1. Ensures compliance with NCAA, Southland Conference, and University rules and
regulations related to recruitment, eligibility, admissions, financial aid, housing,
academic support and the physical welfare of student-athletes. Monitors institutional
adherence to these rules and regulations. Serves as Compliance Officer for the
Department.
2. Assists the Director of Athletics with the administration of the Department’s athletics
programs. Troubleshoots issues in conflict with Department or University policies or
procedures, and recommends action plans for resolution.
3. Serves as the Department’s primary communication resource for coaching and
administrative staff members on behalf of the Director of Athletics and provides overall
Department management in the absence of the Director.
4. Formulates and implements compliance strategies and systems for SFA’s athletics
programs and support services to ensure NCAA rules and regulations are followed.
5. Develops, implements and monitors a systematic reporting and tracking structure for
athletics programs and units in compliance with NCAA regulations.
6. Maintains a detailed and current working knowledge of the eligibility and financial aid
certification rules and procedures for the University, Southland Conference, and NCAA.
7. Monitors recruitment activities for the Department. Provides guidance to coaches and
staff regarding managerial steps for all on-campus recruiting efforts. Approves all
official visits of prospects and monitors related activities. Directly assists with the
recruitment of prospective student-athletes by evaluating the coaches’ recruiting
recommendations and assisting them in obtaining the necessary documents for
admissions, as necessary.
Appendix 1
3
302C:2
8. Provides support data and serves as the Department liaison with the Director of
Financial Aid and the University’s Registrar in preparation of reports on student-athletes
required by the University, the Southland Conference and/or the NCAA.
9. Coordinates all certification of eligibility and oversees financial aid procedures within the
Department, in conjunction with campus certification officials. Through the Assistant
Athletic Director for Student Services, interfaces with the Director of Admissions on
eligibility status matters.
10. Coordinates the National Letter of Intent Program with the Southland Conference for the
Department.
11. Conducts compliance rules review seminars for Departmental administrator, coaches
and student-athletes. Disseminates new Conference, and NCAA legislation and
interpretations to coaches and Departmental staff. Consults with coaches and other
administrative staff regarding program compliance and provides appropriate training
opportunities for athletic staff.
12. Coordinates the summer term and exhausted eligibility financial aid programs for the
Department.
13. Maintains regular contact with officials from the NCAA and the Southland Conference to
obtain current and accurate information regarding regulations and compliance.
14. Develops and implements programs to provide outside athletic support groups with
information on NCAA recruiting rules and permissible benefits to student-athletes.
15. Oversees the development of meal lists, rooming lists and room/board monthly
allowances to establish confirmation with allowable aid.
16. Supervises the development and transmittal of all NCAA Squad Lists to the Southland
Conference, to include handling all changes and updates.
17. Serves as Departmental liaison with Campus Housing. Coordinates room lists and
assignments for all student-athletes living in campus housing.
18. Compiles all data, annual reports, waivers and appeals as related to the NCAA APR
program and Federal Graduation Rate requirements.
19. Serves on University committees and task forces, as required or at the request of the
Director of Athletics or the President.
20. Abide by all rules of the National Collegiate Athletics Association (NCAA) and the
Southland (SLC).
21. Compliance matters will also be included in annual Performance Management Review.
22. Performs additional duties and special projects as assigned by the Director of Athletics.
SFA 7/2008SFA 7/2011
Appendix 1
4
302K:1
JOB DESCRIPTION
ASSISTANT ATHLETIC DIRECTOR FOR STUDENT SERVICES
Reports To: Associate Athletic Director for Compliance & Student ServicesDirector of Athletics
Positions Directly Supervised: Academic Services Assistants
Graduate Assistants
Tutors
Basic Function
Serves as a liaison between the academic and athletic branches of the University. Oversees
student-athlete academic activities from admissions through graduation. Implements programs
and services which help guide and assist student-athletes in their academic endeavors.
Duties and Responsibilities
1. Develops, implements and coordinates an Academic Counseling Program for student-athletes.
2. Proposes and oversees the administration of the Program’s annual budget.
3. Interacts with University faculty concerning issues related to student-athletes and their
academic progress.
4. In conjunction with the Associate Athletic Director for Compliance and Student Services,
aAssists Head Coaches with admissions procedures, interfacing with the Admissions
Office and faculty committees, as required. Assists in monitoring the admissions process
for student-athletes.
5. Monitors the compilation and maintenance of student-athlete academic profiles. Uses
this information to develop academic counseling plans and services and to identify
resources for these student-athletes.
6. Monitors the class attendance and performance of sports specific student-athletes. This is
accomplished using the SAMS Academic GradesFirst software and direct personal contact
with professors. Regularly disseminates academic information to appropriate coaches.
7. Regularly disseminates essential student-athlete information, in conjunction with the
Associate Athletic Director for Compliance and Student Services, to the following
individuals:
a. The Director of Athletics and Athletic Certification Officer: reports on academic
progress and eligibility;
b. The College Deans: general exchange of pertinent information, lists of all
student-athletes for collection of individual related to degree progress;
c. The Faculty: questionnaires on academic progress;
d. The Coaches: Mid-semester/final grades, class schedules and eligibility status
and tutoring reports; and
Appendix 1
5
302K:2
e. The student-athletes: notices of academic deadlines; academic deficiencies in
course selections or required classes; office appointments and release forms for
academic records.
8. Informs sports specific student-athletes of all registration procedures and related due
dates. Provides pre-registration counseling and registration services for these student-athletes.
9. Assists with the creation and maintenance of academic files on all student-athletes,
including the compilation of academic information on student-athletes for Southland
Conference, and NCAA eligibility reports and forms.
10. Counsels student-athletes with academic concerns. Refers them to appropriate
counseling or support services when needs outside the Academic Counseling Program
offerings are identified.
11. Assists with the recruiting program by familiarizing prospective student-athletes with
the various academic programs and support services available at SFA.
12 Develops and continually updates student files on academic progress. Files will be
discussed each semester with student-athletes as to current standing and expectations for
the upcoming semester. Head coaches will be provided updated copies of all progress
reports.
13. Coordinates registration and advising activities for student-athletes.
14. Develops and oversees study programs designed to meet the needs of student-athletes,
which include trained tutors, academic support counseling services.
15. Supervises Study Hall operations for the Department.
16. Plans and coordinates summer and fall orientation sessions for incoming student-athletes.
17. Refers student-athletes to appropriate University offices (e.g., Office of Admissions,
Financial Aid, Housing, and University Counseling Center, etc.) when needs outside the
academic counseling area are identified.
18. Assists student-athletes and coaches in rectifying “system problems” that require
extended contact with one or more University offices.
19. Interacts with college registrars and faculty advisors to facilitate appropriate course
enrollment.
20. Coordinates all student-athlete outreach activities.
21. Acts as advisor co-chairperson for the Student-Athlete Advisory Board.
Appendix 1
6
302K:3
22. Attends professional meetings, seminars and continuing education classes (as time
allows) to update and increase professional knowledge. Serves on various University
committees.
23. Abide by all rules of the National Collegiate Athletics Association (NCAA) and the
Southland (SLC).
24. Compliance matters will also be included in your annual Performance Management
Review.
25. Performs additional duties and special projects as assigned by the Director of Athletics.
SFA
7/20087/2011
Appendix 1
7
402B:1
RECEIVABLES: INVOICING AND ACCOUNTING
Actual monies due the Department of Intercollegiate Athletics which are directly invoiced and
accounted for by the Department are derived from the following sources:
Advertising fees;
Facility Usage fees; and
Game guarantees.
Corporate Sponsorships
Touchdown Club Seating
Pressbox Suite Rentals
Invoicing Procedure
The Assistant Athletic Director for Business Affairs generates and issues Departmental invoices
for all fees owed the Department with the exception of game guarantees.
The Assistant Athletic Director for External Affairs generates and issues Departmental invoices for
advertising fees, Touchdown Club seating and press box suite rentals. Facility usage fees are invoiced by
the Coordinator of Athletic Operations. Game guarantees are not invoiced since they are a contractual
agreement between SFA and another university. Corporate sponsorships are invoiced by Daktronics Sports
Marketing as per contractual agreement with SFA.
Management of Outstanding Invoices
Open accounts receivables are checked monthly by the Assistant Athletic Director for Business
External Affairs and follow-up notices are sent, when appropriate. An annual report of aged
outstanding receivables and uncollectible accounts is compiled by the Assistant Athletic Director
for Business External Affairs and reported to the Assistant Athletic Director for Business Affairs and
the Director of Athletics.
SFA
4/19967/2011
Appendix 1
8
405B:1
DISBURSEMENTS: PAYROLL
The Department of Intercollegiate Athletics adheres to established University policies for the
administration of payroll procedures. While the Director of Athletics has ultimate responsibility
for approving payroll expenditures and related amendments to the budget, the Administrative
Assistant to the Director of Athletics administers the payroll function for the Department.
Copies of all documents which initiate an employee into the payroll system (Personnel Action
Request form-PAR)(Electronic Personnel Action Form-EPAF) are processed by the Administrative
Assistant in conjunction with the Director of Athletics. Although the Department maintains a
personnel file for each Departmental employee, all SFA employees’ official personnel files are
maintained by the University Personnel Service’s Centralized Records. All requests to verify
employment or other types of employee information should be referred directly to the SFA Office
of Human Resources. (Specific information regarding the determination of salaries and wages
can be found in Policy 401B, Budget: Salaries and Wages, in this Manual.)
Payroll Reporting Procedures
Monthly Time Sheets for all Departmental personnel are completed each month, by the employee,
reviewed by the Administrative Assistant to the Athletic Director and kept on file by the
Department. These documents may be relinquished in the event a State Audit is held. Time
Sheets are maintained by the Department for at least seven (7) years.On a daily basis, non-exempt
departmental employees are required to enter time worked, vacation, sick leave, comp time and furlough,
earned or taken, using the TimeClock Plus web based system (www.tm.sfasu.edu/webclock30). As an
additional backup, a Request for Vacation, Compensatory Time, Sick Leave Taken form (see Appendix
405B-1) must be completed on a weekly basis and forwarded to the Office of the Athletic Director. The
Administrative Assistant to the Director of Athletics approves entries made by departmental non-exempt
employees on a weekly basis.
Student workers are required to document the number of hours worked for each pay period on a
Time Sheet. This Time Sheet must be signed by the student and the Director of Athletics or his
designee prior to being sent to the SFA Payroll Office. employees are required to clock in and out
using the TimeClock Plus web based system. Each athletic department staff member who supervise student
employees are required to approve time recorded through the TimeClock Plus web based system on a weekly
basis.
Departmental exempt staff are responsible for reporting leave taken through their mySFA account using
Self-Service Banner. This reporting should be done following leave taken. At the end of each month all
exempt staff members are required to submit for approval the leave time reported.
Departmental exempt staff members are also required to account for sick leave, vacation leave and
comp time taken on a monthly basis on a University Request for Vacation, Compensatory Time,
Sick Leave Taken form (see Appendix 405B-1). This form is to be completed by the employee and
signed by his/her supervisor and forwarded to the Director of Athletics. The completed and
approved form is filed in the Office of the Director of Athletics who approves each on a monthly
basis.
Monthly, the University Business Office sends a listing of all Departmental employees with yearly
hours accrued for sick leave, comp time and vacation leave, requesting monthly updates. The
Administrative Assistant to the Director of Athletics completes this list verifying dates and
Appendix 1
9
accumulated days taken using the Request forms and returns the completed list to the SFA
Payroll Office.Departmental staff members are able to access their vacation, sick leave and comp time
totals through their mySFA account
Any change in number of dependents or change of address should be reported immediately to
the SFA Payroll Office.
Distribution of Payroll Checks
University employees are paid monthly or semi-monthly for work done in the previous month.
Salaried employees are paid on the 1st of the month. Hourly employees are paid on the 1st and 15th
of the month. If the1st or 15th falls on a weekend or holiday, employees are paid on the first
working day following the weekend or holiday.
It is SFA’s intent to pay all employees by direct deposit. Employees must complete a direct
deposit form, which is available in the payroll department of the Controller’s Office. Direct
deposits can be made electronically to any financial institution that accepts electronic transfers. It
is the employee’s responsibility to insure that their pay has been deposited into their account.
If an employee has not authorized direct deposit, a payroll check will be produced. Payroll checks
are released at the Business Office at 11:00 a.m. on paydays. Picture identification is required of
each person picking up a payroll check.
Release of payroll check to another person
An employee wishing to have his/her payroll check released to another individual must provide
that individual with signed authorization. The authorization must be presented to the Business
Office, along with picture identification of both the employee and the person obtaining the check.
The employee’s identification must also include a sample of the employee’s signature, which can
be compared with the signed authorization (e.g., a state driver’s license).
Mailing of payroll check
An employee wishing to have his/her payroll check mailed must provide a signed authorization
and self-addressed stamped envelope to the Business Office. The check will be mailed on the
payday.
Holiday Wage Compensation
Regular, full-time classified and non-classified employees receive pay for all University-approved
administrative holidays, provided the employee is in pay status. Payroll reporting procedures
and details concerning holiday compensation are discussed in Policy 508G, Departmental Staff:
Holidays, in this Manual.
Overtime Compensation
Employees are eligible for compensatory time off (comp time). Classified Non-exempt employees
are eligible for comp time in accordance with the University Overtime Policy and Fair Labor
Standards Act. Non-classified exempt Exempt employees may receive comp time, but may not to
exceedbe used in excess of 80 hours per fiscal year.
For more detailed information regarding overtime classifications and compensation rates, consult
SFA’s Policies and Procedures Manual. Additional information on overtime eligibility and
compensation may also be found in Policy 401B, Budget: Salaries and Wages, in this Manual.
Appendix 1
10
Bonus Compensation
Head coaches and assistant coaches are eligible to receive bonus compensation as an incentive for
their teams winning SLC Championships and making NCAA Championship appearances. Bonus
amounts are calculated as a percentage of each coach’s annual salary. Bonus compensation will be
paid following the conclusion of each team’s competition season.
Coaches assigned to football, men’s and women’s basketball, volleyball, soccer, softball, baseball,
golf and tennis are eligible to receive 3.5% of their annual salary for winning a Southland
Conference Championship. They will also be eligible to receive an additional 1.5% of their
annual salary if their team qualifies for an NCAA Championship. No coach will receive more
than 5% of their annual salary as bonus compensation unless by Board of Regent approval.
Coaches assigned to men’s and women’s cross country, indoor track & field and outdoor track &
field are eligible to receive bonus compensation as per the following:
HEAD COACH ASSISTANT COACH
Cross Country $500/SLC Team Title $250/SLC Team Title
Indoor Track & Field $1000/SLC Team Title $500/SLC Team Title
Outdoor Track & Field $1500/SLC Team Title $750/SLC Team Title
SFA
7/2006 2011
Appendix 1
11
502D:1
STUDENT ATHLETES: FINANCIAL AID
Stephen F. Austin State University awards financial aid to student-athletes in accordance with
University policy, as well as Southland Conference, and NCAA rules and regulations governing
financial aid. Athletically related grants-in-aid are limited to bona fide educational expenses such
as tuition, fees, room, board and course-related books not to exceed the cost of 30 hours of tuition
and fees, room, board and course-related books each academic year (fall/spring).
The Associate Athletic Director for Compliance and Student Services administers the financial aid
program for the Department and works with the University's Director of Financial Aid in meeting
the financial needs of student-athletes.
While it is understood that athletically related grants-in-aid are awarded on an annual basis and
are limited to bona fide educational expenses, the Department of Intercollegiate Athletics is
philosophically committed to providing the student-athlete with four (4) years of scholarship
funding. Financial aid provided to student-athletes is not considered a reimbursement for
services performed and cannot be graduated or discontinued, on the basis of athletic
performance, during the period of its award.
However, athletically related aid may be reduced or canceled if the student-athlete becomes
academically or athletically ineligible to participate (See Policy 502C, Student-Athletes: Eligibility,
in this Manual for additional information.
Allocation of Grant-in-Aid Awards
Each intercollegiate sport is provided a specific number or amount of grant-in-aid awards,
according to budgetary restrictions and within NCAA rules and regulations. Head Coaches are
informed early each fiscal year of the amount of scholarship aid available to their programs.
Grants-in-aid are allocated upon the recommendation of the Head Coach and with the approval
of the Director of Athletics. The University's Office of Financial Aid awards grants-in-aid based
on these recommendations. Recipients of financial aid are notified of the award scholarship on
the Southland Conference Grant-in-Aid Offer Form (see Appendix 502D-1) which details the
terms and conditions of the grant. Awards are tendered, along with the National Letter of Intent,
at the appropriate signing dates, as provided by the NCAA.
Head Coaches are encouraged to work with their prospective student-athletes and their families
prior to the award deadline. They should access each student-athlete's financial need and
encourage them to file the necessary paperwork for other types of assistance well before the
deadline date. This allows coaches the opportunity to use athletic financial aid award funds in
the most effective manner possible for their student-athletes.
Allowable grants-in-aid are calculated according to NCAA guidelines for head-count and
equivalency sports, as described below. Further, the number of grants-in-aid for any team may
be affected by NCAA sanctions which may be imposed against the Department's sport.
Appendix 1
12
502D:2
Head Count and Equivalency Sports
For purposes of financial aid computations, a player is considered a Counter when he/she
receives financial aid based on athletic ability, and/or was recruited, receives financial aid and is
competing as a member of an intercollegiate team.
Head-Count Sports
A head-count sport is one, designated by the NCAA, in which athletically related aid is
calculated by the number of student-athletes receiving any amount of aid, regardless of
the amount of aid received by individual team members. Student-athletes designated to
receive any type of financial aid, including textbooks only scholarships, are to be
included in the number of student-athletes receiving aid in head-count sports.
The following are the maximum awards, allowed by the NCAA, that may be in effect at
any one time for the various head-count sports sponsored at SFA:
Sport Men Women
Basketball 13 15
Tennis 8
Volleyball 12
Equivalency Sports
Equivalency sports, as designated by the NCAA, are those in which athletically related
aid is calculated by the percentage of a full, athletically related scholarship awarded to a
team member. The University may administer such awards to any number of recipients
on the basis of value (equivalency), provided the total dollar amount expended does not
exceed commonly accepted educational expenses at the University multiplied by the
number of maximum awards permitted for the particular sport.
The following are the maximum awards, allowed by the NCAA, that may be in effect at
any one time for the various equivalency sports sponsored at SFA:
Sport Men Women
Cross Country/Track 12.6 18
Golf 4.5
Women’s Golf 6
Bowling 5
Football 63 *
Soccer 14
Softball 14
Baseball 11.7
*In Division FCS Football, there is an annual limit of 30 initial counters and 63 equivalency sports
to total 85 annual counters.
Although grant-in-aid allocations within each sport are recommended by the Head Coach, the
procedures for administering grants-in-aid are the same for all student-athletes. These
procedures are summarized as follows:
Appendix 1
13
502D:3
Processing of Grant-in-Aid Awards
Grants-in-aid are allocated upon the recommendation of the Head Coach and the approval of the
Director of Athletics and the University's Director of Financial Aid. The Southland Conference
Grant-in-Aid Offer forms are prepared by the Associate Athletic Director for Compliance and
Student Services. The approved forms are forwarded to the Associate Athletic Director for
Compliance and Student Services which checks equivalencies to ensure compliance with NCAA
grant-in-aid limitations for each sport.
The University's Financial Aid Office awards grants-in-aid based on the recommendations of the
Director of Athletics. Recipients of financial aid are notified of the awarded scholarship via the
completed Southland Conference Grant-in-Aid Offer form which details the amount of aid and
the terms and conditions of the grant. Copies of Team Rosters and Grant-in-Aid lists are kept on
file in both the Associate Athletic Director for Compliance and Student Services Office and with
each sport's secretary.
Prospective Student-Athletes
Financial aid agreements are issued to prospective student-athletes with the National Letter of
Intent (see Appendix 502A-14). Prospects may not be offered financial aid prior to the times and
dates noted on the Letter.
To be valid, the National Letter of Intent Agreement must be signed within 14 days after it is
issued and returned to the Associate Athletic Director for Compliance and Student Services.
A copy of the Financial Aid Agreement is forwarded to the Office of Financial Aid. If the student
fails to be admitted following the University's regular admission process, the grant-in-aid
becomes null and void. (See Policy 502B, Student-Athletes: Admissions, in this Manual for
admissions standards and procedures.)
Enrolled Students
A student-athlete eligible for a grant-in-aid who enrolls at the University without having received
a financial aid offer may, thereafter, be given aid at any time.
A Head Coach who wishes to make an initial offer of athletically related financial aid to a
previously enrolled student must submit a revised Squad List to the Associate Athletic Director
for Compliance and Student Services. Prior to tendering an offer of financial aid to the enrolled
student-athlete, it is necessary to verify the eligibility of the student and comply with squad
limitations. With the recommendation of the Director of Athletics and the signatory approval of
the Director of Financial Aid, the Grant-in-Aid Offer is considered fully executed and ready for
the student-athlete's signature.
Continuing Student-Athletes
Athletically related financial aid is awarded on a year-by-year basis and cannot be increased,
reduced or discontinued during the period of its award for any athletically related reason. As
stipulated by NCAA Bylaw 15, grants-in-aid are renewed on or before July 1st of the academic
year in which they are to be effective. Student-athletes are asked to sign and return the
agreements by July 15.
Appendix 1
14
502D:4
Renewal notifications (see Appendix 502D-2 for sample) must be mailed out on or before June
30th. The Associate Athletic Director for Compliance and Student Services coordinates the
processing of renewal letters with each sport's secretary, the Director of Athletics, the Assistant
Athletic Director for Student Services and the Director of Financial Aid.
Graduation or Cancellation of Aid
By July 1, student-athletes must be notified in writing by the Director of Athletics if the renewal
of aid is to be reduced or canceled. (See Appendix 502D-2 for a sample cancellation letter.)
Student-athletes may appeal if they believe they were unjustifiably denied the renewal of aid.
The request for an appeal must be filed in writing and directed to the Director of Athletics within
ten (10) days of the cancellation notification. Upon receipt, the Director of Athletics schedules a
review for the appeal. If the appeal is not granted, then it can be appealed to the Financial Aid
Appeals Committee. The Scholarship appeal process must be completed prior to the
commencement of the academic year for which the scholarship is renewed, reduced or canceled.
In general, the renewal of aid may be denied if the student-athlete:
1. Fails to meet all established eligibility requirements related to University academic
standards or intercollegiate competition;
2. Engages in serious misconduct which results in substantial disciplinary action by the
University;
3. Voluntarily withdraws from participation in a sport for personal reason;
4. Fails to meet the Department of Intercollegiate Athletics' team rules governing discipline,
training or conduct;
5. Is found guilty of fraudulent misrepresentation on his/her application, National Letter of
Intent or Financial Aid Agreement;
6. Is found guilty of falsifying a statement concerning his/her attendance at another
institution;
7. Fails to comply with the requirements of the drug education, testing and rehabilitation
program; or
8. Is found guilty of withholding information which could affect his/her eligibility status.
Appendix 1
15
502D:5
Summer School
Athletically related financial aid does not normally include summer session classes. However,
financial aid may be extended to cover summer school if attendance is warranted. for reasons
related to student-athlete's academic suspension, regular course of study or to maintain
eligibility. The Head Coach of each sport makes a determination regarding those student-athletes
to be offered financial assistance for summer school provided funding is available.
As per NCAA legislation, an enrolled student-athlete, if awarded financial aid for summer
school, may only receive athletically related financial assistance in proportion to the amount of
athletically related aid received during the prior academic year, he/she may not be provided
athletically related aid during the ensuing summer term.
Summer school for incoming freshmen prior to initial, full-time enrollment in the fall are required by
NCAA legislation to enroll in a minimum of six hours of academic course work, other than physical
education activity courses, that is acceptable degree credit toward any of the university degree programs.
For student-athletes who meet the NCAA's criteria for summer school aid, the following
circumstances may dictate the need for summer school assistance as determined by the Head
Coach:
1. Student-athletes who need the hours to be eligible for fall competition;
2. Fourth-year athletes who intend to graduate that summer;
3. Fifth-year student-athletes who intend to graduate that summer; and
4. Student-athletes who have maintained their eligibility for the fall, but who need hours to
keep on schedule for graduation within four (4) years.; and
5. Incoming freshmen who may benefit academically.
All applicants for summer school are considered on an individual basis. Once approved, each
student-athlete is required to sign a financial aid agreement for summer school reflecting the
amount, terms and duration of aid.
Additionally, summer school scholarship recipients will be asked to repay the cost of tuition &
fees of any class that was dropped or receives the grade of `F’.
Fifth Year/Injured
The Department of Intercollegiate Athletics is not able to automatically grant Fifth-Year/Injured
financial aid. Therefore, each request is reviewed by the Director of Athletics and granted based
on the individual merits of the situation and on the recommendation of the Head Coach for each
sport. Post eligibility grants-in-aid will be funded not to exceed the cost of tuition and fees
(maximum of 15 ours per semester) or the amount of their last award if it was less.
Requirements to receive this award include:
1. Return academically eligible just as if they still had a season of competition
remaining.
2. Enroll full-time unless they are in the final semester of degree plan/
3. Work at an Athletic Department assigned job for 10 hours each week.
Appendix 1
16
502D:6
To receive athletic aid the following semester, the recipient must pass at least 9 new hours
towards their degree plan with a GPA of 2.00 or higher.
Lastly, it should be understood that this scholarship award will be made in 3 payments during
the semester. The first payment will be 50% of the total cost of tuition and fees, and will be
applied to their account at the beginning of each semester. The remaining two payments will be
made in equal amounts approximately 30 and 60 days following the first payment. Should a
recipient choose not to fulfill their assigned work detail, one or both of the remaining payments
will not be applied to the billing statement.
Moreover, post-eligible aid is not awarded to any student-athlete under contract or receiving
compensation from a professional sports organization.
NCAA Sixth Year Scholarship Program
The NCAA has a program for awarding scholarship money to student-athletes who
require an 11th semester or a full sixth year to complete graduation requirements.
Applications are available from the Assistant Athletic Director for Student Services. The
deadline for returning the applications is May 15th and the applications require extensive
documentation. Therefore student-athletes interested in applying should be encouraged
to begin the process as early as possible.
Non-Institutional Financial Aid
Should a student-athlete qualify for non-institutional financial aid and exceed the maximum
scholarship aid allowed, University funds are reduced dollar-for-dollar. NCAA Manual Bylaw
15, regarding Financial Aid should be consulted to determine the types of outside aid student-athletes
may receive without reducing University aid (i.e., non-countable, outside aid) when
totals do not exceed NCAA ceilings. Further, a student-athlete may receive a Pell Grant in
combination with other institutional financial aid, provided the overall total does not exceed the
cost of attendance ceiling.
All outside aid received by a student-athlete must be reported to the Southland Conference and
the NCAA at the beginning of each academic year. Individuals reporting outside aid may have
their athletic grant-in-aid reduced to avoid an award in excess of a full-ride amount. permissible
outside scholarship awards must meet NCAA criteria and may cause athletic grant-in-aid to be
adjusted to NCAA ceiling amounts.
All non-athletically related aid received is to be reported to the Office of Financial Aid. The
Associate Athletic Director for Compliance and Student Services is responsible for ensuring that
the aid is permissible and for notifying the appropriate parties to make any necessary
adjustments to the athletically related aid.
Appendix 1
17
University Charges Not Paid by the Department
Certain expenses which may be incurred by the student-athlete while enrolled at SFA are not
covered under the his/her grant-in-aid. Per NCAA regulations, only tuition, room, board and
required books are legitimate components of athletically related financial aid. The following list
of expenses are not part of a grant-in-aid and therefore must be paid by the student-athlete.
They include, but are not necessarily limited to:
Cost of treatment for non-athletically related injuries;
Non-legitimate hotel charges (e.g., long distance telephone, laundry, movies, etc.)
incurred during away travel;
Library fines; Fines for damage to University property, including the Residence Halls
Key deposits or replacement of a lost Residence Hall key;
School supplies, reference books, pens, notebooks, paper, drafting kits, etc.;
Vehicle registration fee;
Parking fines;
Personal insurance for non-athletically related injuries and illnesses; and
Residence hall penalty fees incurred by the individual student who move contrary to
residence hall contract agreements.
Non-Scholarship Student-Athletes
The University extends to all non-scholarship (recruited or non-recruited) student-athletes the
same benefits as scholarship athletes (excluding grant-in-aid awards). Once certified as eligible to
participate, the benefits received are as follows:
Academic counseling assistance (e.g., tutoring, career and peer counseling, etc.)
Training Room treatment for athletically related injuries;
Strength and conditioning facility use;
Referrals for vacation and permanent employment;
Team travel and equipment use;
Training table participation provided NCAA rules are adhered to; and
Athletic letter awards.
SFA
7/20107/2011
Appendix 1
18
503A:1
STUDENT-ATHLETES: ACADEMIC POLICY
Stephen F. Austin State University and the Department of Intercollegiate Athletics are committed
to excellence in education. Academic standards and requirements for student-athletes at SFA are
no less stringent than for the general student population. Both the University and the
Department of Intercollegiate Athletics are aware that participation in varsity athletics makes
exceptional demands upon a student-athlete's time and energy. Student-athletes, however, must
assume ultimate responsibility for their academic endeavors while attending the University.
The Assistant Athletic Director for Student Services is responsible for the daily administration of
the academic support program and works closely with the Office of Admissions and the
Registrar's Office to institute program services which help ensure continuing eligibility for SFA's
student-athletes.
Philosophy and Objectives
The University believes in the development of a well-rounded individual, sound in mind and
body. To achieve this, the University and the Department strive to offer a balanced academic and
athletics program that encourages student-athletes to develop characteristics that will make them
better citizens and assist them in their life endeavors. Further, the University and the Department
are committed to helping each student-athlete achieve a quality education and graduate. This
philosophy encompasses helping the motivated student-athlete to learn faster and more
completely, and the under-motivated student-athlete to become more motivated and better able
to succeed in the academic arena.
In fulfilling its philosophy, the Department, as a whole, strives to:
Recruit only student-athletes with the potential to succeed academically, as well as
athletically;
Maintain the athletic eligibility of every student-athlete;
Graduate all student-athletes;
Protect the academic integrity of the University; and
Comply with all rules, regulations and procedures of the University, the Southland
Conference and the NCAA.
Coach’s Responsibility
Although it is the University's and Department's goal to create an academically supportive
environment, it is the student-athlete's responsibility to work within the parameters of this
environment. Coaches are asked to support the efforts of the Assistant Athletic Director for
Student Services and Academic Services Assistants to impose logical consequences for those
student-athletes who are not fulfilling their academic obligations. If problems with specific
student-athletes cannot be resolved jointly by the coach and the Assistant Athletic Director for
Student Services, the student-athlete may be in jeopardy of losing his/her academic support
services privileges.
The Department requests that coaches not only support the program with encouragement and
appropriate sanctions, but also be supportive of the program's requirements and allow flexibility
with student-athletes who may be on occasion late to practice due to academic counseling or
related responsibilities.
Appendix 1
19
503A:2
In an attempt to advise coaches of scheduled workshops and tutorials, regular reports are sent by
the Assistant Athletic Director for Student Services and/or Academic Services Assistants. These
reports address the student-athletes participation, performance and attitude as related to services
offered by the Academic Support Program.
Student-Athlete's Responsibilities
As stated previously, the student-athlete is ultimately responsible for his/her academic progress
at the University. General academic requirements and responsibilities are contained within this
policy.
Academic Programs and Services for Student-Athletes
The Department's goal is to provide student-athletes with an academic support program which
utilizes Departmental and University resources to address a variety of academic, personal and
career issues. To accomplish this goal, the Academic Support Program, in concert with
University student services strives to make available to student-athletes the services described
below.
SFA 101 - Each new student-athlete is requested to enroll in SFA 101. This class will
include campus life and survival skills presentations; the explanation of academic
support programs and academic counseling services, etc. The class is specialized for
student-athletes and taught by members of the athletic department staff.
Personal Counseling - Confidential assistance is provided to student-athletes by Licensed
professional Counselors to help them with transitional issues, stress management,
academic focus and personal crisis intervention.
Career Counseling - Vocational counseling, including interest testing, career library and
SIGI (computerized guidance system) is made available to student-athletes
Testing Services - National tests such as GRE, MAT, LSAT, GMAT, and the TASP are
administered to student-athletes, as appropriate. Preparation counseling is also
available.
Placement and Career Services - A liaison service between employers and prospective
employees is offered. All students are encouraged to begin a placement file early in their
senior year.
Career Planning - Job development skills are offered in the form of resume development,
cover letter writing, job search strategies, interviewing skills and professional school
placement assistance.
Student-Athlete Advisory Committee - The purpose of this established Board is to
encourage student leaders and staff to discuss concerns, set goals and identify projects.
Service Program - This program encourages and facilitates the involvement of student-athletes
with students in the community as peer counselors and role models.
Appendix 1
20
503A:3
Educational Assessments - A proactive approach is utilized to help develop a
personalized academic support plan for student-athletes by offering: reading, writing
and listening assessments, services for students with disabilities and in-depth academic
assessments and evaluations.
Tutorial Support - Various programs are offered to help student-athletes experience
academic success. They include: subject tutoring, mentor tutoring, group tutorials, time
management counseling and supplemental instruction.
Academic Supervision - Short and long term supervision includes study halls, grade
report updates from instructors informing academic staff and coaches of course
performance, class attendance monitoring and evaluation of overall academic progress.
The GradesFirst software program was introduced in the Summer 2009 and utilizes the
latest computer technology to track attendance, grade status, comments from professors
and arranging appointments with tutors.
Computer Resources - Computers and computer assistance are made available to
student-athletes.
Degree Audit Program - This program contains a tracking system which is used to insure
accurate course selection and to monitor progress towards graduation through
evaluation, maintenance of records and their updating, semester by semester, via an
evaluation of academic transcript and degree requirements.
Intercollegiate Athletics-Kinesiology 200.012
Students who are members in good standing of any intercollegiate team are eligible to enroll in this two-hour
activity/participation course up to a maximum of six times. Hours earned in this course can only
apply as electives if permitted by each individual academic degree plan.
This is a pass-fail course with students receiving either an A or F. In order to earn an “A” in the course,
enrolled students must begin and end the semester as a team member in good standing. Failure to do so will
result in a grade of “F”.
If prior to the last day to drop during the semester, a student voluntarily quits or is cut/dismissed by the
coach from the team, the student should drop this course to avoid receiving a grade of “F”. Students who
voluntarily quit or are cut/dismissed from the team after the last day to drop will receive a grade of “F”.
All students enrolled in this course can receive a syllabus detailing the requirements expected from the
Kinesiology & Health Science Office-HPE204. The Associate Athletic Director for Compliance and
Student Services is responsible for the athletic administration of this course.
Satisfactory Progress
To comply with the NCAA's satisfactory progress rule, each student-athlete must designate a
program of studies leading toward a specific baccalaureate degree by the beginning of the third
year of enrollment (i.e., the fifth semester). The Assistant Athletic Director for Student Services
confirms, with the assistance of the Office of Admissions, that each student-athlete meets this
requirement, and then works with the student-athlete to ensure that satisfactory progress toward
to specified degree is being made.
Appendix 1
21
503A:4
Each student-athlete's on-going academic status is monitored via the Southland Conference
Eligibility Verification form (Appendix 502C-4). All Information is verified by the Office of
Admissions, using University computer data. A copy of the completed form is kept on file with
the Associate Athletic Director for Compliance and Student Services
In order to remain academically eligible to participate in intercollegiate athletics, a student-athlete's
course load must not drop below 12 hours. If dropping a class results in a student-athlete
being registered for less than 12 hours, the Assistant Athletic Director for Student Services
immediately informs the individual's Head Coach of the potential eligibility problem.
Drops and Adds
All student-athletes are required to receive signatory approval for drop/add from the Assistant
Athletic Director for Student Services before preceding with changes in approved schedules. No
schedule changes may be made after the deadline specified in the academic calendar without the
approval from the course instructor and the departmental dean.
Class Attendance
Student-Athletes are expected to attend class on a regular and punctual basis. In any university
course, professors have discretion over whether or not to accept excuses. Further, course
instructors establish specific attendance policies to which student-athletes must adhere. The
University recognizes the legitimacy of intercollegiate competition while striving to minimize the
number of classes missed due to competition. Absences due to personal reasons unrelated to
athletics competition and not in accord with the University’s attendance policy may significantly
affect grades.
Arrangements for taking any examination or completing work assignments affected by team
travel are the student-athlete’s responsibility. Instructors are aware of the problems involved in
scheduling athletic competitions, and are usually willing to provide some flexibility if the
student-athlete requests consideration in advance. Student-athletes should identify themselves to
their professors as early as possible in each course and provide professors with their team and
travel schedule to eliminate potential conflicts.
Additionally, your class attendance will be regularly monitored by Athletics staff (Assistant
Athletic Director for Student Services and coaching staff). Professors routinely provide
information to the Assistant Athletic Director for Student Services regarding missed classes and
concerns they may have about academic performance.
Each head coach will be responsible for enforcing class attendance and deciding penalties for
unexcused and excessive absences. Penalties could include additional study hall time, loss of
game participation and loss or reduction of athletic scholarship.
Exams
When a student-athlete learns that an exam is scheduled during the time he/she will be
participating in the intercollegiate athletics program, the student-athlete is responsible for
notifying the instructor and making arrangements to make up the exam. The instructor should be
contacted at the earliest possible date.
Incomplete Grades
Appendix 1
22
503A:5
Student-athletes are required to complete all course assignments by the last day of classes for the
semester. However, student-athletes may petition the dean of their collage prior to the last day of
classes to request an extension, if circumstances warrant the extension. The course instructor
must endorse the petition for the extension. Extensions are granted only if the student has
completed the major requirements of the course. If an extension is granted, a grade of I
(incomplete) is given. The incomplete is removed at the end of the extension period. If the
student has not completed the course requirements, a grade of zero is assigned to all missing
grades and the final grade is assigned by the instructor.
Study Hall
The Assistant Athletic Director for Student Services identifies minimum recommended study hall
hours for all freshmen and transfer student-athletes. Additionally, study hall attendance may be
mandated by the Assistant Athletic Director for Student Services and Academic Services
Assistants in consultation with the student-athlete's Head Coach. Student-athletes attending
study hall sessions are required to verify their attendance by electronic login using their
University ID. The Assistant Athletic Director for Student Services or designate, monitors the
sessions to verify the presence of these student-athletes. A student-athlete's failure to attend
required study halls is reported to his/her Head Coach for counseling.
All study hall sessions are open to all student-athletes.
Tutoring Services
The Assistant Athletic Director for Student Services coordinates a variety of tutoring services for
student-athletes. These programs include individualized subject tutoring, small group tutorial
sessions, supplemental instruction and time management counseling.
At-risk students are identified and assigned tutors at the beginning of each semester. Any
student-athlete requesting tutoring must receive permission form the Assistant Athletic Director
for Student Services.
Academic Monitoring and Evaluation
The Assistant Athletic Director for Student Services compiles and maintains a file on each
student-athlete. The file contains all materials documenting the academic profile of the student-athlete
(e.g., academic transcripts, SAT and/or ACT scores, grade point averages, plan and/or
program of study), as well as various forms verifying the eligibility status of the student-athlete.
The Assistant Athletic Director for Student Services and Academic Services Assistants monitor all
grades and class attendance for student-athletes designated as high risk. The student-athlete and
the Head Coach are contacted to review problems and offer possible solutions as necessary.
SFA
7/20107/2011
Appendix 1
23
503B:1
STUDENT-ATHLETES: SUMMER SCHOOL
The Department of Intercollegiate Athletics is aware that time demands placed on student-athletes
during the academic year may limit the number of credit hours a student-athlete may be able to
handle. beyond what is required by NCAA legislation. Summer school is often an option for timely
completion of specific academic courses. For entering freshmen it is an opportunity to get a head start on
their academics. However, summer school is not automatically financed. The Director of Athletics
determines the amount of funding available from budgetary sources, endowments, SAF/SOF funds and private
giving. The amount for each sport is determined and reported to each Head Coach prior to the end of the spring
semester.
Student-athletes wishing to attend summer school must discuss their decision with their Head Coach
and the Assistant Athletic Director for Student Services. Student-athletes receiving financial-aid and
requesting financial assistance for summer school fees must have approval of their Head Coach who
in turn will send an official list and the amounts to be awarded to the Associate Athletic Director for
Compliance and Student Services who will enter the financial aid into the Banner system. (see Policy 502D,
Student-Athletes: Financial Aid, in this Manual for additional information). When approved, NCAA
regulations stipulate that funding may only be awarded in proportion to the grant-in-aid received
during the preceding academic year.
Summer school attendance is mandatory for student-athletes on an academic suspension and in some
cases where the student-athlete's eligibility is at risk. Other requests are considered if the student-athlete's
Head Coach approves financial aid for summer school. All requests must be evaluated by
the Assistant Athletic Director for Student Services, the Director of Admissions and the Director of
Financial Aid, basing the provision of financial aid on the following criteria:
Individual sports' budgetary constraints;
Class standing (i.e., freshman, sophomore);
Availability of necessary classes (i.e., only offered during summer);
Continuing eligibility requirements (i.e., the for 24 hours of classes per year);
Grades achieved in previous course work;
Course completion necessary for graduation following summer session; and/or
Course required for post graduate study.
All applicants for summer school are considered on an individual basis.
Student-athletes who receive athletic funding for summer school, and drop a class(es) or receive a
grade of `F’, will be required to repay all tuition & fee costs associated with class(es). Those charges
will be placed directly on the students Billing Statement and will be payable at the Business Office.
Student-athletes wishing to attend summer sessions, at their own expense at another institution must
obtain the prior approval of the Assistant Athletic Director for Student Services. Credit is transferred
only if a grade of C or better is obtained. Moreover, the grade does not transfer to SFA, only the
credit.
SFA
7/20107/2011
Appendix 1
24
504A:1
STUDENT-ATHLETES: HOUSING
Stephen F. Austin State University and the Department of Intercollegiate Athletics are committed to
providing all student-athletes with the opportunity to enhance their social and personal values by
taking part in a democratic, community-living environment. Therefore, student-athletes who live on
campus are subject to the same residence hall rules and regulations as the rest of the student body.
Although the majority of student-athlete housing is located in Lumberjack Lodge, Lumberjack Village
or Hall 20 orthe new freshman hall, the University does not provide dormitories for the exclusive use of
student-athletes, nor create segregated areas within residence halls solely for student-athletes. All
student-athlete housing assignments are made through the University Housing Office and are within
guidelines established by the University, the Southland Conference, and the NCAA. Student-athletes
may not receive any special services or material amenities (e.g., stereos, room furnishings, etc.) that are
not provided to all members of the SFA student body on an equitable basis. General rules and
regulations pertaining to residence hall living can be obtained from the University Housing Office.
The Head Coach of each sport is responsible for providing the Associate Athletic Director for
Compliance and Student Services accurate and timely information regarding his/her students' housing
arrangement requirements for the upcoming academic year. The Associate Athletic Director for
Compliance and Student Services works closely with the SFA Housing Office in coordinating housing
for student-athletes. All problems concerning the housing of student-athletes should be referred to the
Associate Athletic Director for Compliance and Student Services.
On-Campus Housing
The athletic scholarship cost of on-campus housing is funded based on the cost of Hall 20 as part of the
standard athletic financial aid package for student-athletes and does not exceed the limits established
by the NCAA. Student –athletes that choose to live in more expensive on-campus house must pay the
difference in cost.
Incoming Freshmen and Transfers
The Department of Intercollegiate Athletics requires all unmarried student-athletes under the
age of 21 and with fewer than 60 hour attempted to reside in on-campus housing. However,
exceptions may be made under certain specified conditions and at the Head Coach's discretion.
For additional information on residence requirements see SFA General Bulletin.
Room assignments for incoming freshman and transfer students are requested by the Head
Coach and coordinated by the Associate Athletic Director for Compliance and Student Services
with the University Housing Office Coordinator's assistance.
In April of each year, coaches are asked to submit a list of all incoming freshman and transfers
who will require housing. If an incoming student-athlete specifies a housing preference other
than Hall 20, the coach should indicate this request on his/her list. However, promises are not
to be made to student-athletes.All freshmen are required to live in one of four residence halls. The
residence halls for freshman include Hall 14, Hall 16, Steen Hall, and a new freshman hall. There are a
limited number of beds available for scholarship student-athletes in the new freshman hall and coaches
should not assume they have a space without first receiving a confirmation from the Associate Athletic
Director for Compliance and Student Services who will coordinate freshman housing. Those freshmen
not in the new freshman hall will be placed in Steen Hall. Each incoming student- athlete must
submit a completed Residence Hall Application to the University Housing Office in order to
have their request processed. All student-athletes must include a $50 application fee along
Appendix 1
25
504A:2
with their application. Once an actual assignment is made, an additional $50 contract fee is required.
Continuing Students
Continuing students are permitted to retain their rooms from year to year, provided they file their
renewal request on time.
Room Change Process
Room changes are often available at the beginning of each semester and can usually be
accomplished with the assistance of the University Housing Coordinator. However, all room
changes require the permission of the Head Coach, and some room changes may result in a higher
room rate.
Off-Campus Housing
SFA students wishing to live off campus must be over 21 years of age and/or complete a minimum of 60
semester hours of college level work. Head Coaches retain the right to approve or deny the request of
their student-athletes to live off campus.
Student-athletes, with the approval of their Head Coach to live off campus, are responsible for selecting
suitable housing. There are a variety of apartment complexes, houses, condominiums and duplexes for
rent throughout the city. Student-athletes are responsible for all deposits (e.g., damage deposit,
electricity, water and phone). Deposits cannot be waived or paid for by the Department of Intercollegiate
Athletics.
In May, coaches must provide a list of all student-athletes planning to live and dine off-campus. These
lists are submitted to the Associate Athletic Director for Compliance and Student Services for the
preparation of scholarship agreements.
Off- campus room and board allotments are based on housing formula’s approved by the NCAA and the
cost of the 20 meal dining plan and are distributed in a lump sum payment at the beginning of each
semester. Payments are mailed or direct deposited, based on the method they have established with the
University.
Preseason Housing
Coaches must obtain the approval of the Director of Athletics to schedule practice or competitive events
when school is not in session. Approval is only granted if such a schedule is within the guidelines of the
NCAA and there are sufficient funds in the sport's budget to cover related expenses. (See Policy 602B,
Scheduling: Practices, in this Manual for additional information.)
Preseason housing is coordinated by the Associate Athletic Director for Compliance and Student
Services with the SFA University Housing Office Coordinator for student-athletes residing in residence
halls. Special needs that require preseason housing prior to the beginning of a semester or after a
semester ends are provided at no cost to the Department or the student. This service is provided to
student-athletes, as well as other student groups (e.g., student housing staff, Twirl-O-Jacks, Marching
Band, etc.). Student-athletes living off campus are responsible for coordinating their own preseason
housing needs, as required.
Appendix 1
26
504A:3
Break Housing
Coaches must receive pre-approval for all housing needs for semester break and holiday periods.
Housing approvals are not granted retroactively. Approval is only granted if scheduling of practices
and/or competition is within NCAA, and Southland Conference rules and regulations, and there are
sufficient funds in the sport's budget to cover related expenses. Coaches are responsible for submitting
the names of all student-athletes requiring housing to the Associate Athletic Director for Compliance
and Student Services. The Lodge, Village and Hall 20 are available for occupancy during breaks when
coordinated through the Associate Athletic Director for Compliance and Student Services. Stipends for
such board are requested and disbursed from the Office of the Assistant Athletic Director for Business.
Summer School Housing
On-campus housing for student-athletes approved to attend summer school is not scheduled by the
Associate Athletic Director for Compliance and Student Services. Students should make their
reservations by using on-line application requests found on the Housing website (See Policy 503B,
Student-Athletes: Summer School, in this Manual for additional information.)
7/2008
7/2011
Appendix 1
27
506B:1
STUDENT ATHLETES: DRUG TESTING STUDENT ATHLETES: DRUGS & ALCOHOL POLICY
The Department has instituted a program of drug screening by urinalysis for student-athletes engaged in
intercollegiate athletics. The urine sample will be screened by an outside drug testing lab which will
collect samples, test samples and deliver results in a coded manner to the Head Athletic Trainer, working
under the direction of the Team Physician.
Each test will produce either a positive or negative result. A negative result means that either there is no
drug present in the sample, or the level is so low that it is undetectable by the test. A positive result
means that the drug is present in the urine sample at a detectable level.
Any student-athlete refusing to be tested for drugs is considered as having a positive test result.
Except when prescribed by a qualified physician to treat an individual’s medical condition, use of the
following drugs, this is not an all-inclusive list, by a student-athlete is expressly prohibited and shall be a
violation of Department Policy team rules.
Barbiturates Meperdine
Choloropromazine Methadone
Cocaine Morphine
D-Amphetamine (Speed) PCP (Angel Dust)
Glutethimide Quinine
Heroin Steroids
Lysergic Acid Tetrahydrocannabionol
Diethylamide (LSD)
Student-athletes will be randomly selected for testing by an outside lab. The lab will be provided a
current list of squad participants for each sport. Student-athletes will be tested on a monthly basis and
each sport will be represented by 20% of the total squad participants.
Monthly test dates will be selected by the Athletic Training Staff and outside lab. In regards to a positive
drug test, there will be an ample amount of time provided for the prior test levels to be absent from the
body. Student-athletes selected for each drug test will be notified in person or by telephone. A failure to
report for drug test after confirmed notification will be considered a positive test and will follow the
appropriate sanctions.
Stephen F. Austin State University is concerned with the health, safety and welfare of the student-athletes who
participate in its intercollegiate athletic programs. The use of illegal drugs, misuse of legal drugs and over-the-counter
dietary supplements, use of performance-enhancing substances, use of alcohol and inappropriate use of
tobacco are completely inconsistent with the standards expected of student-athletes. Substance use and abuse in
sport can pose risks to the student-athlete’s health and negatively affect his or her academic and athletic
performance. It can also compromise the integrity of athletic competition and the ideals of SFA.
Purpose
The Athletic Department believes that random drug testing and testing based on reasonable suspicion are
appropriate to ensure the health, safety and welfare of our student-athletes, to promote fair competition in
intercollegiate athletics, to affirm compliance with applicable rules and regulations on drug and alcohol abuse, to
identify student-athletes who are improperly using drugs or alcohol and to assist them before they harm themselves
or others. Furthermore, the Athletic Department recognizes its responsibility to provide educational programming
that will support a positive decision-making process.
Appendix 1
28
The intent of these policies is to prevent substance use and abuse by student-athletes through education, testing, and
professional guidance.
 Education – providing student-athletes and athletics staff with accurate information about the problems
associated with substance use in sport, promoting health and safety in sport;
 Testing – analyzing biological specimens to detect prohibited substances student-athletes may introduce to
their bodies and punitive consequences resulting from use; and
 Professional Referral – facilitating appropriate treatment and rehabilitation of student-athletes.
Implementation of Program
At the beginning of the academic year, a presentation will be made to all intercollegiate athletic teams to outline and
review the department's year round and summer drug testing drug policy. A copy of this policy will be provided to
each student-athlete. Each student-athlete will thereafter be asked to (1) sign a form acknowledging receipt of a copy
of this policy; (2) execute voluntary consent to the urinalysis testing required by the program; and (3) sign a
statement authorizing the release of test results to a limited group of individuals. Student-athletes and their
parents/legal guardians are encouraged to ask questions or make suggestions at any time regarding this program.
The SFA Athletics Department is committed to the success of this program and expects student-athletes to be
equally committed.
Frequency of Testing
To ensure fairness and efficiency of the testing program, testing notification will come from the Assistant Athletic
Director for Sports Medicine. Tests will be administered on a random or reasonable suspicion basis and may, or may
not, be announced in advance. Tests may be administered at any time throughout the year. The number, timing and
other procedures for testing shall be determined by the Assistant Athletic Director for Sports Medicine.
Under the random testing program, individual student-athletes will be randomly chosen for screening by the
contracted testing lab from a roster provided by the Sports Medicine staff. Failure to report for testing following
notification will result in a positive test.
Testing Method
The drug testing shall consist of collecting a urine sample from the student-athlete under the supervision of a
laboratory technician from an accredited lab under contract with SFA. Each urine sample shall be analyzed using
such tests as the Athletics Department may deem appropriate for the presence of screened drugs. The testing agency
shall report all test results to the Assistant Athletic Director for Sports Medicine. For purposes of this program, a
positive result shall mean a test result which indicates, in the opinion of the outside agency performing such testing,
the presence of one or more of the drugs on the NCAA’s banned list.
Appropriate precautions will be taken to assure and maintain the accuracy and confidentiality of the test results
including the maintenance of a documented chain of specimen custody to insure the proper identification and
integrity of the sample throughout the collection and testing process.
Appendix 1
29
NCAA Banned Drug Classes
The Committee on Competitive Safeguards and Medical Aspects of Sports has the authority to identify specific
banned drugs and exceptions within each class. SFA student-athletes shall be held accountable for all drugs within
the banned-drug classes regardless of whether they have been specifically identified. The current list of specific
banned drugs and exceptions is located on the NCAA Web site (ncaa.org) or may be obtained from the NCAA
national office.
The following is the list of banned-drug classes as of the date of this policy:
 Stimulants
 Anabolic agents
 Diuretics and other masking agents
 Street drugs
 Peptide hormones and analogues
 Anti-estrogens
 Beta-2 agonists
Many nutritional/dietary supplements contain NCAA banned substances. In addition, the U.S. Food and Drug
Administration (FDA) does not strictly regulate the supplement industry; therefore purity and safety of
nutritional/dietary supplements cannot be guaranteed. Impure supplements may lead to a positive NCAA drug
test. The use of supplements is at the student-athlete’s risk. Student athletes are urged to check first with the Sports
Medicine staff before taking any supplements to insure that there are no banned substances in the ingredients.
Medical Exception Policy
SFA recognizes that some banned substances are used for legitimate medical purposes. Accordingly, SFA allows
exceptions to be made for those student-athletes with a documented medical history demonstrating a need for regular
use of such a substance. Exceptions may be granted for substances included in the following classes of banned drugs:
stimulants, beta-blockers, diuretics and peptide hormones.
The student-athlete is required to inform the Assistant Athletic Director for Sports Medicine of all medications he or
she is taking. The sports medicine staff will maintain in the student-athlete’s medical records a letter from the
prescribing physician that documents the student-athlete’s medical history demonstrating the need for regular use of
such a drug. The letter should contain information as to the diagnosis (including appropriate verification), medical
history and dosage information. In the event a student-athlete tests positive, the Assistant Athletic Director for
Sports Medicine in consultation with the Team Physician will review the student-athlete’s medical record to
determine whether a medical exception should be granted.
Reasonable Suspicion Screening
A student-athlete may be subject to testing at any time when the Director of Athletics or his/her designee determines
there is individualized reasonable suspicion to believe the participant is using a banned substance. Such reasonable
suspicion may be based on observed behavior or objective information as determined by the Director of Athletics or
by an Associate/Assistant Athletic Director, Head Coach, Assistant Coach, Assistant Athletic Trainer, or Team
Physician, and deemed reliable by the Director of Athletics or his/her designee. Reasonable suspicion may be found,
but not limited to 1) observed possession or use of substances appearing to be prohibited drugs, 2) arrest or
conviction for a criminal offense related to the possession or transfer of prohibited drugs or substances, or 3)
observed abnormal appearance, conduct or behavior.
Appendix 1
30
Safe Harbor/Self-Referral Policy
With the understanding that there are circumstances where individuals have severe drug and/or alcohol problems
which stem from background, habit, or recreation, the Department of Athletics has developed a policy to assist
individuals who desire to make a positive life change. It is the assumption that individuals who self-refer for a drug
and/or alcohol problem are actively seeking help and are interested in making a positive life change. It is the
commitment of SFA Athletics to assist all individuals in this process. Through the Safe Harbor program, a student
athlete may refer himself or herself once for voluntary evaluation and counseling. Self-referral may occur only one
time during a student-athlete’s college career. The University, without charge, will provide a counseling program to
student-athletes, to the extent that similar services are provided to all University students, to gauge the severity of
the problem. A recommendation for treatment, based on the assessment will be made. Counseling beyond that which
is available to all University students will be at the expense of the student-athlete.
Parameters of the Safe Harbor program include the following:
 A student-athlete is not eligible for self-referral or safe harbor plan after he or she has been informed of an
impending test or after having received notification of a positive institutional or NCAA drug test.
 The Director of Athletics, Assistant Athletic Director for Sports Medicine, and the student-athlete’s head
coach will be informed of the student-athlete’s participation in the Safe Harbor program.
 The student athlete will be permitted to remain in the Safe Harbor program for a reasonable amount of
time, not to exceed thirty (30) days, as determined by the treatment plan. A student will not be
permitted to enter the Safe Harbor Program thirty (30) days prior to NCAA or Conference
postseason competition.
 Student-athlete must satisfactorily complete the prescribed substance abuse treatment recommended by the
counselor. Student-athletes will be required to sign a release form allowing the athletic department to check
on their attendance. Failure to complete counseling will result in a positive drug test.
 The Department of Athletics, reserves the right to perform routine, unannounced drug tests. If a drug test
reveals existence of drugs after an 8-week period, or if at any time the student-athlete tests positive for a
different drug than which he/she was originally referred for, an additional violation of the substance abuse
policy will be enforced.
 Upon official release from the treatment/counseling program, all student-athletes will be subject to drug
testing. If any substance is detected, an automatic positive test will result.
 Self-referral cannot be used while in treatment for an existing violation. The concept of the Safe Harbor
self-referral program is for the student-athlete to ask for help with an addictive problem he/she is facing.
Therefore, self-referral will not be considered when a student-athlete is actively undergoing treatment for a
substance abuse violation.
The Director of Intercollegiate Athletics or designee may suspend the Student Athlete from play or practice if
medically justified.
Appendix 1
31
Sanctions for Substance Abuse
First Offense
 The Athletic Director, Head Coach, and athlete will be notified by the Head Athletic Trainer.
 The athlete’s parents or guardian will be notified by telephone and certified mail.
 The athlete will be re-tested at each subsequent department random test for the following twelve
month period.
 The athlete must attend counseling and evaluation sessions which must be monitored and
documented by the head coach.
Second Offense
 The Athletic Director, Head Coach, and athlete will be notified by the Head Athletic Trainer.
 The athlete’s parents or guardian will be notified by telephone and certified mail.
 The athlete will be re-tested at each subsequent department random test for the following twelve
month period.
 The athlete must attend counseling and evaluation sessions which must be monitored and
documented by the head coach.
 Seven (7) days suspension from team activity to include meetings, practice, and competition.
Contest Suspension – athlete will be suspended from the next regular or post-season contest as listed
below.
Competition suspensions will be equivalent in all sports and will be equal to one (1) competition or ten
(10) percent of the scheduled contests for that sport, whichever figure is greater.
Minimum suspensions for each sport will be:
Football 1 game
Volleyball 3 matches
Soccer 2 games
Basketball 2 games
Cross Country 1 meet
Indoor Track 1 meet
Outdoor Track 1 meet
Tennis 1 match
Golf 1 tournament
Softball 5 games
Baseball 5 games
Third Offense:
 The Athletic Director, Head Coach and athlete will be notified by the Head Athletic Trainer.
 The athlete’s parents or guardian will be notified by telephone and certified mail.
 The athlete is suspended for one (1) calendar year from the team with immediate cancellation of any
Athletics Grant-in-Aid.
Testing Cycle
Appendix 1
32
The regular 12-month ‘Testing Cycle’ for student-athlete drug screens will begin with the first class day
of the first summer session and end with the completion of finals for the following spring semester.
Included in this group will be any scholarship athlete, who completes their final season of competition in
the fall semester and returns in the spring on scholarship. If a student-athlete should test positive during
a Testing Cycle, that athlete will be under the Offense Penalties for a twelve month period from the date
of the positive test.
Sanctions for Substance Abuse
First Offense
 The Athletic Director will be notified by the Assistant Athletic Director for Sports Medicine.
 The Athletic Director will meet with the student-athlete and Head Coach.
 The student-athlete’s parents or guardian will be notified by the Head Coach.
 The student-athlete’s parents or guardian will also be notified in writing by the Athletic Director.
 The student-athlete will be re-tested at each subsequent department random test for the following 12 months.
 The student-athlete will be referred to University counseling services for evaluation and counseling.
Attendance is mandatory and will be monitored by the Assistant Athletic Director for Sports Medicine or
his/her designee. A release form signed by the student-athlete will be required so that counseling services can
report attendance.
 Failure to attend counseling will result in an indefinite suspension from all team activities and competition
until the counseling program is completed.
 Counseling beyond that which is available to all University students will be at the expense of the
student-athlete.
 The student-athlete will receive Seven (7) days of suspension from all team activities to include meetings,
practice, conditioning and competition.
 Student-athlete will be suspended from the next regular or post-season competition(s) as determined by the
sport they are participating in. The next regular competition would include the following competition year if
the positive test occurred outside the student-athlete’s traditional season.
Competition suspensions will be equivalent in all sports and will be equal to one (1) competition or ten (10) percent
of the scheduled contests for that sport, whichever figure is greater.
Minimum suspensions for each sport will be:
Football 1 game
Volleyball 3 matches
Soccer 2 games
Basketball 2 games
Cross Country 1 meet
Indoor Track 1 meet
Outdoor Track 1 meet
Tennis 1 match
Golf 1 tournament
Softball 5 games
Baseball 5 games
Bowling 1 tournament
Appendix 1
33
Second Offense:
 The Athletic Director will be notified by the Assistant Athletic Director for Sports Medicine.
 The Athletic Director will meet with the student-athlete and Head Coach.
 The student-athlete’s parents or guardian will be notified by the Head Coach.
 The student-athlete’s parents or guardian will be notified in writing by the Athletic Director.
 The student-athlete shall be banned from all SFA intercollegiate athletic participation during the time period
ending one calendar year after the collection of the student-athlete’s positive drug-test specimen.
 If the student-athlete returns, following the one year suspension, they will be required to submit to testing prior
to reinstatement to a team and will also submit to testing monthly at the student-athlete’s expense. Any
subsequent positive test will result in permanent suspension from all SFA athletic teams.
Individual Team Drug Screen
At a time randomly selected by the Athletic Training Staff, each athletic team will have a drug screen for
all team members. At that time, all team members, excluding any team member previously tested during
that years ‘Testing Cycle’ will be tested in accordance with Department Policy. All team members will
still remain on list for Random Testing until completion of Testing Cycle
There may be times that an entire team is tested. This may include but is not limited to the following reasons:
 Prior to post season competition.
 Suspected widespread use of/or association with banned substances by team members.
Summer School Drug Screen
Student-athletes that attend a summer session at SFA and receive any financial assistance from the
Athletic Department will be tested at a time randomly selected by the Athletic Training Staff.
Appeals
Prior to the imposition of any sanction, and after the findings of any positive result from a test, the
student shall be given the opportunity for a hearing before the Athletic Director to challenge the accuracy
of the test result and otherwise present his or her defense. If the Athletic Director rules in favor of the
student, then all records of the challenged test results shall be destroyed and no future action of the
University shall be based upon it. Student-athletes who test positive will be entitled to a hearing with the
Director of Athletics or his/her designee prior to the imposition of any sanction. Requests for such a hearing must be
made within forty-eight (48) hours of notification of a positive test result. If the forty-eight hours would end on a
weekend, the request must be made by noon on the next business day. Request must be in writing and received by
the Director of Athletics.
The student-athlete may have an advocate or other representative present if the student so desires. However, the
student-athlete must present his or her own case and the advocate or other representative may only advise the
student-athlete. If the student-athlete chooses to bring an attorney as his/her advocate or representative, the Director
of Athletics may request the university general counsel to be present. The meeting should take place no more than
seventy-two (72) business hours after the written request is received. The student-athlete or the other parties
involved may request an extension of time to the Director of Athletics, who will consider whether to grant the
extension upon a showing of good cause. These proceedings shall include an opportunity for the student-athlete to
present evidence, as well as to review the results of the drug test. The proceedings shall be confidential. The decision
by the Director of Athletics or his/her designee regarding the sanction to be imposed shall be final, other appeal
processes of the University notwithstanding.
Appendix 1
34
Test Results Security
It has been agreed by the President of the University and the Dean of Student Development Director of
Student Rights and Responsibilities that they will not be entitled to request information as to result of drug
tests of any student-athlete, nor to use any information of evidence as to such test results, for any
disciplinary purposes whatsoever. The Department of Athletics will make every effort to keep all such
test results confidential, except to the limited extent otherwise provided above, and will oppose the
disclosure thereof to any other person within or outside the University.
NCAA Drug Testing
Any student-athlete may be tested by the NCAA at any time during the year.
If the NCAA test confirms that the student-athlete has used a banned drug (see 31.2.3.1 in the NCAA
Manual for a complete list of banned substances and practices), the NCAA declares the student-athlete
ineligible for further participation in postseason and regular-season competition for one (1) calendar year
following the positive test and until the student-athlete re-tests negative. Further, NCAA legislation
specifies that student-athletes who test positive will lose at least one (1) season of competition or the
equivalent of one (1) season during their period of ineligibility. All student-athletes may be tested by the
NCAA at any time during the year and especially during championship competition.
A student-athlete who as a result of a drug test administered by the NCAA is found to have used a substance on the
list of banned drug classes, shall be declared ineligible for further participation in postseason and regular-season
competition during the time period ending one calendar year after the collection of the student-athlete’s positive
drug-test specimen. The student-athlete will also be charged with the loss of a minimum of the equivalent of one full
season of competition in all sports. (see 31.2.3 in the NCAA Manual) The student-athlete will remain ineligible
until he/she tests negative and their eligibility is restored by the NCAA following the year long ban.
Alcohol Policy
The SFA Athletic Department does not condone the illegal or otherwise irresponsible use of alcohol. It is the
responsibility of every member of the university community to know the risks associated with alcohol use and abuse.
This responsibility obligates student-athletes to know relevant university policies and federal, state and local laws
and to conduct themselves in accordance with these laws and policies. This policy extends to the recruitment of
prospective SFA student-athletes. Prospective student-athletes visiting campus and socializing with current
students are expected to participate in all activities without the influence of alcohol. It should be understood that
possession or consumption of alcoholic beverages by individuals under the age of 21 is a violation of Texas state
liquor laws. Likewise, it is illegal for anyone to supply alcoholic beverages to persons under the age of 21.
The Athletic Department will issue a positive drug test result to any student-athlete upon conviction or plea of
guilty to the following, or its equivalent:
1. Driving under the influence (DUI/DWI) or other motor vehicle violations involving alcohol or drugs
2. Public intoxication
3. Drunk and disorderly
Other violations of law or university policy involving alcohol or drugs, including possession, will be reviewed by the
Director of Athletics and may be grounds for a positive test result or suspension.
Use of Tobacco
Appendix 1
35
NCAA legislation prohibits the use of tobacco products by student-athletes, coaches and game official
during practice and competition in all sports. A student-athlete using tobacco products during practice
or competition is disqualified for the remainder of the practice or competition.
The use of tobacco products is prohibited for all Athletic Department personnel (e.g

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Stephen F. Austin
State University
MINUTES OF THE
BOARD OF REGENTS
Nacogdoches, Texas
July 18 and 19, 2011
Volume 270
TABLE OF CONTENTS
BOARD MINUTES FOR JULY 18 AND 19, 2011
MEETING 270
Page
APPROVAL OF MINUTES
Board Order 11-25
Approval of April 18 and 19, 2011; May 13, 2011; and July 5, 2011 Minutes ...................3
BUILDING AND GROUNDS
Board Order 11-26
Naming of Ed and Gwen Cole Student Success Center ......................................................3
REPORTS
Report from Faculty Senate Chair
ADMINISTRATION
Board Order 11-27
Election of President ............................................................................................................4
Election of General Counsel ................................................................................................4
Election of Director of Audit Services .................................................................................4
Election of Coordinator of Board Affairs ............................................................................4
PERSONNEL
Board Order 11-28
Faculty Appointments for 2011-2012 ..................................................................................5
Staff Appointments for 2011-2012 ......................................................................................5
Changes of Status for 2011-2012 .........................................................................................6
Retirements ......................................................................................................................8
Holiday Schedule for 2011-12 .............................................................................................8
ACADEMIC AND STUDENT AFFAIRS
Board Order 11-29
Intercollegiate Athletic Policy and Procedures Manual Revisions ......................................9
Policy Revisions...................................................................................................................9
FINANCIAL AFFAIRS
Board Order 11-30
Media Brokerage Services .................................................................................................11
Contract for Fire Alarm Inspection ....................................................................................11
Contract with Hydrex for Environmental Services ............................................................11
Purchase of Natural Gas.....................................................................................................12
Grant Awards ....................................................................................................................12
Approval of Graduation Fees .............................................................................................12
Third Party Medical Billing Services ................................................................................13
Adoption of the Fiscal year 2011-12 Capital Infrastructure Budget..................................13
Approval of the Fiscal Year 2011-12 Capital Operating Plan Budget ..............................13
Adoption of the Fiscal Year 2011-12 Institutional Budget ................................................14
Policy Revisions.................................................................................................................14
BUILDING AND GROUNDS
Board Order 11-31
Approval of the Fiscal Year 2011-12 Capital Infrastructure Plan .....................................15
Policy Revisions.................................................................................................................15
Board Order 11-32
Naming of Janice Pattillo Early Childhood Research Center ............................................16
REPORTS
President
Audit Services Report
Student Government Association
MINUTES FOR APPROVAL
April 18 and 19, 2011; May 13, 2011 and July 5, 2011 Board Meetings
APPENDICES
Appendix 1 – Intercollegiate Athletic Policy and Procedures Manual Revisions
Appendix 2 – Fiscal Year 2011-2012 Capital Plan Project Items
Appendix 3 – Grant Awards
Appendix 4 – Fiscal Year 2011-2012 Capital Infrastructure Budget
Fiscal Year 2011-2012 Capital Operating Plan Budget
Appendix 5 – Higher Education Fund Allocations
Appendix 6 – Policy Revisions
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Stephen F. Austin State University
Minutes of the Meeting of the Board of Regents
Nacogdoches, Texas
July 18 and 19, 2011
Austin Building 307
Meeting 270
Monday, July 18, 2011
The regular meeting of the Board of Regents was called to order in open session at 8:12
a.m. on Monday, July 18, 2011, in the Austin Building Board Room by Chair Bob
Garrett.
PRESENT:
Board Members: Mr. Bob Garrett, Chair
Dr. Scott Coleman
Mr. James Dickerson
Ms. Sarah Feye
Ms. Brigettee Henderson
Mr. Steve McCarty
Mr. Ken Schaefer
Mr. Ralph Todd
President: Dr. Baker Pattillo
Vice-Presidents: Dr. Richard Berry
Mr. Danny Gallant
Mr. Steve Westbrook
General Counsel: Mr. Damon Derrick
Other SFA administrators, staff, and visitors
Regents Carlos Amaral and Valerie Ertz were absent.
Chair Garrett called for an executive session to consider the following items:
Consideration of Individual Personnel Matters Relating to Appointment, Employment,
Evaluation, Assignment, Duties, Discipline, or Dismissal of an Officer or Employee,
including but not limited to president, vice presidents, executive director of public affairs
and marketing, general counsel, director of audit services and coordinator of board
affairs. (Texas Government Code, Section 551.074)
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Deliberations Regarding Negotiated Contracts for Prospective Gifts or Donations (Texas
Government Code, Section 551.073)
Possible naming opportunities
Consultation with Attorney Regarding Legal Advice or Pending and/or Contemplated
Litigation or Settlement Offers, including but not limited to reported complaints, EEOC
filings, and HIPAA. (Texas Government Code, Section 551.071)
The executive session ended at 9:50 a.m. and the board moved back into open session
and recessed with no further action.
The Building and Grounds Committee convened at 10:02 a.m. and adjourned at 10:30
a.m. The Finance and Audit Committee convened at 10:30 a.m. and adjourned at 11:42
a.m. The Academic and Student Affairs Committee convened at 3:05 p.m. and adjourned
at 4:22 p.m.
Tuesday, April 19, 2011
The chair reconvened the board meeting in open session at 9:07 a.m. on Tuesday, July
19, 2011.
PRESENT:
Board Members: Mr. Bob Garrett, Chair
Dr. Scott Coleman
Mr. James Dickerson
Ms. Sarah Feye
Ms. Brigettee Henderson
Mr. Steve McCarty
Mr. Ken Schaefer
Mr. Ralph Todd
President: Dr. Baker Pattillo
Vice-Presidents: Dr. Richard Berry
Mr. Danny Gallant
Mr. Steve Westbrook
General Counsel: Mr. Damon Derrick
Other SFA administrators, staff, and visitors
Regents Carlos Amaral and Valerie Ertz were absent.
Regent Henderson led the pledge to the flags and Regent Todd provided the invocation.
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RECOGNITIONS
Robert Hill was recognized as an Athletic Director of the Year by the National
Association of Collegiate Directors of Athletics (NACDA). Steve Westbrook introduced
members of the SFA Bass Club, who recently won national championship honors; Ralph
Busby who is retiring from SFA as Director of Counseling and Career Services; and
those involved with the Peer Involvement Advising Program. Ric Berry recognized
James Standley who is retiring from SFA as Dean of Graduate Studies, Mary Nelle
Brunson who is being named Associate Provost and Dean of the Graduate School, and
Elizabeth Vaughn who is being named Chair of the Department of Elementary Education.
APPROVAL OF MINUTES
BOARD ORDER 11-25
Upon motion by Regent Dickerson, seconded by Regent McCarty, with all members
voting aye, it was ordered that the minutes of the April 18 and 19, May 13, and July 5,
2011 meetings of the Board of Regents be approved as presented.
BUILDING AND GROUNDS
BOARD ORDER 11-26
Upon motion by Regent McCarty, seconded by Regent Coleman, with all members
voting aye, it was ordered that the following Building and Grounds item be approved:
NAMING OF ED AND GWEN COLE STUDENT SUCCESS CENTER
WHEREAS, the board considered the following: In accordance with Board Rules and
Regulations and university policy D-22, Naming Guidelines, buildings and other facilities
may be named for persons, both living and deceased, and the board may create any
alternate naming opportunity within its discretion. The board will consider the
appropriate naming of the student success center currently housed within the new
residence hall at 508 East College, Nacogdoches.
THEREFORE, the Board of Regents adopted the following resolution:
WHEREAS, Ed and Gwen Cole are among the most loyal benefactors and
supporters of art, music, theatre, biotechnology, nursing, audiology, alumni and
athletic programs at Stephen F. Austin State University; and
WHEREAS, they have served as members of the Stephen F. Austin State
University Foundation Board of Trustees, Friends of Music, College of Fine Arts
Dean’s Circle Advisory Board, and Presidents of the Lumberjack and Ladyjack
Booster Clubs; and
WHEREAS, they have faithfully served and continue to serve Stephen F. Austin
State University with distinction and honor as dedicated friends; and
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WHEREAS, in their loyal dedication to Stephen F. Austin State University and
their generous spirit of service and standards of excellence, they have set a
distinguished example for others;
NOW, THEREFORE, LET IT BE RESOLVED, the Board of Regents expresses
its admiration, gratitude and high regard for Ed and Gwen Cole by naming the
student success center currently housed within the new residence hall to be
opened in the fall 2011 semester and located at 508 East College, Nacogdoches,
the Ed and Gwen Cole Student Success Center.
REPORTS
David Howard, chair of the Faculty Senate, gave a report on the Faculty Senate 2011-
2012 agenda.
ADMINISTRATION
BOARD ORDER 11-27
Upon motion by Regent Schaefer, seconded by Regents Coleman, with all members
voting aye, the following items were approved:
ELECTION OF PRESIDENT
A performance evaluation was conducted, and the board recommends that Baker Pattillo
be reelected president of Stephen F. Austin State University at an annual salary of
$291,720, effective September 1, 2011.
ELECTION OF GENERAL COUNSEL
A performance evaluation was conducted, and the board recommends that Damon
Derrick be reelected interim general counsel at an annual salary of $118,000, effective
September 1, 2011.
ELECTION OF DIRECTOR OF AUDIT SERVICES
A performance evaluation was conducted, and the board recommends that Gina Oglesbee
be reelected director of Audit Services at an annual salary of $106,080, effective
September 1, 2011.
ELECTION OF COORDINATOR OF BOARD AFFAIRS
A performance evaluation was conducted, and the board recommends that Judy
Buckingham be reelected coordinator of board affairs at an annual salary of $44,064,
effective September 1, 2011.
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PERSONNEL
BOARD ORDER 11-28
Upon motion by Regent Dickerson, seconded by Regent McCarty, with all members
voting aye, the following personnel items were approved:
FACULTY APPOINTMENTS FOR 2010 – 2011
EDUCATION
Jamie Cupit, Instructor of Human Sciences, M.S. (Stephen F. Austin State University), at
an academic year salary of $50,000 for 100 percent time, effective September 1, 2011.
Mark Faries, Assistant Professor of Kinesiology and Health Science, M.S. (Baylor
University), at an academic year salary of $50,000 for 100 percent time, effective
September 1, 2011.
Cassity Gutierrez, Assistant Professor of Kinesiology and Health Science, M.S. (Texas
A&M University), at an academic year salary of $50,000 for 100 percent time, effective
September 1, 2011.
FINE ARTS
Tamey Anglley, Lecturer of Music and Assistant Director for Bands, D.M.A. (Texas
Tech University), at an academic year salary of $45,000 for 100 percent time, effective
September 1, 2011.
Jason Scott, Assistant Professor of Theatre, Ph.D. (University of California), at an
academic year salary of $44,500 for 100 percent time, effective September 1, 2011.
Toni Smith, Visiting Assistant Professor of Theatre, M.F.A. (University of California), at
an academic year salary of $42,000 for 100 percent time, effective September 1, 2011.
LIBERAL AND APPLIED ARTS
Jen McClanaghan, Assistant Professor of English, Ph.D. (Florida State University), at an
academic year salary of $46,000 for 100 percent time, effective September 1, 2011.
STAFF APPOINTMENTS FOR 2010 – 2011
ATHLETICS
Damitria Buchanan, Assistant Women’s Basketball Coach, at a 10.5 month salary of
$41,431 for 100 percent time, effective May 31, 2011.
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Alexander Meng, Assistant Softball Coach, at a 10.5 month salary of $24,000 for 100
percent time, effective June 27, 2011.
Jake Morrison, Assistant Football Coach, at a 10.5 month salary of $30,000 for 100
percent time, effective April 4, 2011.
EDUCATION
Heather Verell, Teacher in Early Childhood Lab, at an annual salary of $32,000 for 100
percent time, effective May 16, 2011.
FINE ARTS
Charlene Rathburn, Director of Art Gallery, at an annual salary of $47,061 for 100
percent time, effective May 2, 2011.
STUDENT AFFAIRS
Endia Knoten, Residence Hall Director, at an annual salary of $28,500 for 100 percent
time, effective June 6, 2011.
CHANGES OF STATUS FOR 2010 – 2011
ADMISSIONS
Toni Chandler, from Regional Admissions Coordinator at an annual salary of $43,770 for
100 percent time, to Senior Regional Admissions Counselor at an annual salary of
$44,770 for 100 percent time, effective May 1, 2011.
Maxwell Holmes, from Graduate Assistant at an academic year salary of $7,500 for 50
percent time, to Admissions Counselor at an annual salary of $32,150 for 100 percent
time, effective May 16, 2011.
Ryan Horne, from Senior Admissions Counselor at an annual salary of $37,400 for 100
percent time, to Assistant Director Admissions at an annual salary of $40,000 for 100
percent time, effective May 1, 2011.
Kimberly Lower, from Associate Director Admission-Recruiting at an annual salary of
$53,000 for 100 percent time, to Associate Director Admissions-Data at an annual salary
of $55,700 for 100 percent time, effective May 1, 2011.
Jessica Maynard, from Assistant Director of Admissions at an annual salary of $44,100
for 100 percent time, to Assistant Director of Admissions with additional duties at an
annual salary of $46,100 for 100 percent time, effective May 1, 2011.
-7-
Janet McLeroy, from Admissions Counselor at an annual salary of $36,300 for 100
percent time, to Senior Admissions Counselor at an annual salary of $37,300 for 100
percent time, effective May 1, 2011.
ATHLETICS
Jake Morrison, from Assistant Football Coach at a 10.5 month salary of $30,000 for 100
percent time, to Assistant Football Coach with a position change at a 10.5 month salary
of $32,000 for 100 percent time, effective June 1, 2011.
Staci Ramsey, from Assistant Softball Coach at a 10.5 month salary of $24,000 for 100
percent time to Assistant Softball Coach with a position change at a 10.5 salary of
$34,816 for 100 percent time, effective June 27, 2011.
Benjamin Rikard, from Athletic Media Relations Assistant at an annual salary of $27,499
for 100 percent time to Assistant Director Athletic Media Relations at an annual salary of
$38,833 for 100 percent time, effective June 13, 2011.
Nicholas Shaw, from Graduate Teaching Assistant at a semester salary of $4,612 for 50
percent time to Assistant Men’s Basketball Coach at a 10.5 month salary of $40,000 for
100 percent time, effective May 16, 2011.
EDUCATION
Mary Nino, from Associate Director of Project ENLANCE at an annual salary of $70,019
for 100 percent time, to Assistant Professor of Secondary Education and Educational
Leadership at an academic year salary of $51,500 for 100 percent time, effective
September 1, 2011.
Elizabeth Vaughan, from Professor of Elementary Education at an academic year salary
of $103,999 for 100 percent time, to Professor and Chair of Elementary Education at an
annual salary of $110,000 for 100 percent time, effective September 1, 2011.
INTERNATIONAL PROGRAMS
Heather Catton, from International Programs Specialist at an academic year salary of
$28,683 for 100 percent time, to Interim Director of International Studies at an academic
year salary of $28,683 for 100 percent time with an additional stipend of $750 per month
for five months, effective April 18, 2011.
POST OFFICE
Don Clasquin, from Assistant Manager of the Post Office at an annual salary of $30,423
for 100 percent time, to Manager of the Post Office at an annual salary of $43,000 for
100 percent time, effective June 30, 2011.
-8-
STUDENT AFFAIRS
Hollie Gammel-Smith, from Interim Director of Student Affairs at an annual salary of
$50,104 with an additional stipend of $500 per month for 100 percent time, to Assistant
Dean of Student Affairs-Programs at an annual salary of $70,000 for 100 percent time,
effective July 1, 2011.
UNIVERSITY POLICE DEPARTMENT
Michael Coffee, from Database Specialist II at the Columbia Center at an annual salary
of $63,841 for 100 percent time, to Manager of Public Safety Technology at an annual
salary of $58,800 for 100 percent time, effective April 8, 2011.
RETIREMENTS
The following retirements were accepted:
Ralph Busby, Director of Counseling and Career Services, effective August 24, 2011.
William Gibson, Professor of Biology, effective May 31, 2011.
Walter Scalen, Assistant Professor of Government, effective May 31, 2011.
HOLIDAY SCHEDULE 2011-2012
Thirteen holidays are allowed by the state for 2011-2012. The following schedule will
allow SFA to be closed for Labor Day, 2 days at Thanksgiving, 5 working days during
Christmas, 5 working days during Spring Break, Memorial Day, and Independence Day,
which totals fifteen days. Employees will be required to take one day of vacation or
compensatory time on December 30, and one day of vacation or compensatory time on
March 16. Campus buildings will be shut down for nine days during the Christmas
break, and nine days during Spring break.
Sept. 5 Labor Day
Nov. 24-25 Thanksgiving Break
Dec. 26-30 Christmas Break
Mar. 12-16 Spring Break
May 28 Memorial Day
July 4 Independence Day
-9-
ACADEMIC AND STUDENT AFFAIRS
BOARD ORDER 11-29
Upon motion by Regent Dickerson, seconded by Regent Henderson, with all members
voting aye, the following items were approved.
INTERCOLLEGIATE ATHLETIC POLICIES AND PROCEDURES MANUAL
REVISIONS
WHEREAS, the board considered the following: In accordance with NCAA requirements
the university adopted an Intercollegiate Athletic Policies and Procedures Manual in
1994. This policy manual is annually reviewed and approved by the board in its July
meeting. Minor policy and/or procedure changes have occurred since the July 2009
revision and are included in Appendix 1.
THEREFORE, the revisions to the Athletic Policies and Procedures Manual were approved
as presented in Appendix 1.
POLICY REVISIONS
WHEREAS, the board considered the following: The Board Rules and Regulations state
that the Academic and Student Affairs Committee will consider:
the curricula of the various colleges and departments of the university with
any other matters dealing with academic programs and the progress
thereof;
the research programs within the university and their relationship to all
graduate education;
student affairs within the university; and
personnel matters within the university.
The following policies are necessary to incorporate organizational, job title, and
regulatory changes and to improve the flow of information in the above areas of
responsibility. The general counsel has reviewed the proposed revisions.
THEREFORE, the Board of Regents adopted the following policy revisions as presented in
Appendix 6:
Academic Chair/Director Teaching Load (E-7A)
Academic Integrity (A-9.1)
Acceptable Use of Information Resources (F-40)
Class Attendance and Excused Absence (A-10)
Commencement (A-11)
Copyrighted Works Reproduction (A-12)
Discrimination Complaints/Sexual Harassment (E-46)
Emeritus (E-14A)
Faculty Code of Conduct (E-72)
-10-
Grants and Contracts Administration (A-56)
Hazing (D-16)
Illicit Drugs and Alcohol Abuse (D-19)
Intellectual Property (D-20)
Intellectual Property Rights for Distance Education (D-20A)
Laboratory Fees (A-24)
Off-campus Credit Courses (A-34)
Out of State Electronic Fee (C-52)
Parking and Traffic Regulations (D-24)
Public Student Health (D-26)
Satisfactory Academic Progress for Financial Aid Recipients (A-40)
Student Conduct Code (D-34.1)
Student ID Cards (F-27)
Time Reporting/Timekeeping System (E-52N)
Vacation/ Sick Leave Report (E-54)
-11-
FINANCIAL AFFAIRS
BOARD ORDER 11-30
Upon motion by Regent Coleman, seconded by Regent Schaefer, with all members
voting aye, the following financial affairs items were approved:
MEDIA BROKERAGE SERVICES
WHEREAS, the board considered the following: Public Affairs purchases advertising
through media buyers to insure the best locations and coverage for cable television and
billboard university marketing. The university issued an RFP January 2011 for media
brokerage services for fiscal year 2011 and selected Brivic Media. The RFP included
options to renew the agreement for four (4) additional one-year periods. At the time the
RFP was processed, purchases for the remainder of the year were less than $100,000 but
expected to exceed $100,000 in subsequent years.
THEREFORE, it was ordered that the university renew the contract for media buying
services up to four years at a cost not to exceed $500,000 and the president was
authorized to sign the contract.
CONTRACT FOR FIRE ALARM INSPECTION
WHEREAS, the board considered the following: The Texas State Fire Marshall requires
the university to comply with the National Fire Protection Association Code life safety
regulations. The regulations require fire alarm systems to be tested on an annual basis.
These tests include all detection, audio, visual and door closing devices as well as
suppression systems. Several providers of these services were solicited and Simplex was
determined to have the most competitive pricing and terms with no price escalation for
three years. This pricing is also better than could be obtained through the Texas Multiple
Award Schedule (TXMAS).
THEREFORE, it was ordered that Simplex be engaged to test the fire alarm systems and
make any necessary related repairs for the next three fiscal years at a price not to exceed
$140,000 per year. The president was authorized to sign any necessary purchase orders
and contracts.
CONTRACT WITH HYDREX FOR ENVIRONMENTAL SERVICES
WHEREAS, the board considered the following: The university contracted with Hydrex
Environmental, Inc. for hourly professional geological consulting services in February,
2006 through August 31, 2011 at a total cost not to exceed $150,000. To date the
university has spent $85,983.55.
THEREFORE, it was ordered that the contract be extended for an additional five (5) years
at a total cost not to exceed $200,000 and that the president be authorized to sign the
contract amendment.
-12-
PURCHASE OF NATURAL GAS
WHEREAS, the board considered the following: The university currently purchases natural
gas through a contract with the Texas General Land Office. The contract ends on August
31, 2011. The university issued a request for proposals (RFP) for a new natural gas
contract. A best value will be determined from the responses received, and the proposal
will be submitted to the Texas General Land Office for review as required by Sec 31.401
of the Natural Resources Code.
THEREFORE, it was ordered that the vice president for finance and administration be
authorized to accept the contract proposal that represents the best value to the university
and submit the contract for review to the Texas General Land Office. The president was
authorized to sign a contract with the Texas General Land Office, which has been
determined to be the best value for the university.
GRANT AWARDS
WHEREAS, the board considered the following:
Fiscal year 2011 - The university has received grants totaling $46,081,880 that include
funds awarded for fiscal year 2011. This total includes multi-year award totals and
$862,190 in new awards since the last report. Of the multi-year total, grant awards
allocable to fiscal year 2011 are $18,916,586, which represents an increase of $1,368,268
since the last report.
Fiscal year 2012 - To date, the university has received grant awards totaling $28,178,307
that include funds awarded for fiscal year 2012. This includes multi-year award totals and
represents $9,491,302 in new and continuing grant awards allocable to fiscal year 2012.
The grant awards result from extensive faculty research and service engagement across
many academic disciplines. The grants include direct federal, federal pass through, state
and private awards.
THEREFORE, it was ordered that the additional fiscal year 2011 grant awards that total
$1,368,268 and fiscal year 2012 grant awards that total $9,491,302 be approved and
ratified. The grant awards are detailed in Appendix 3.
APPROVAL OF GRADUATION FEES
WHEREAS, the board considered the following: The administration requests an increase in
student graduation fees. The current graduation fee is $25 and the late application fee for
graduation is $50. The increase is necessary to cover diploma preparation and
commencement program costs.
-13-
THEREFORE, it was ordered that the graduation fee be increased from $25 to $50, and the
late application for graduation fee from $50 to $100. The proposed rates will be effective
for students applying for graduation after September 1, 2011.
THIRD PARTY MEDICAL BILLING SERVICES
WHEREAS, the board considered the following: The university currently does not bill for
medical services rendered to student athletes in the athletic training facility. Insurance
companies recognize certain medical services rendered in the athletic training facility by
a licensed athletic trainer as a billable expense. Opportunities exist where an outside
company could provide third party billing for these medical services.
THEREFORE, it was ordered that an RFP be issued for a third party billing service provider
for services performed for student athletes in the athletic training facility. The Board of
Regents authorized the president to accept the proposal that represents the best value to
the university and to sign any and all agreements needed to contract for the services and
comply with federal laws and regulations as negotiated between the successful company
and the university.
ADOPTION OF THE FISCAL YEAR 2011-12 CAPITAL INFRASTRUCTURE
BUDGET
WHEREAS, the board considered the following: The university has developed a
comprehensive institutional capital infrastructure plan for fiscal year 2011-12. The 2011-
12 capital infrastructure plan includes academic, student life, building, and life safety
initiatives.
THEREFORE, it was ordered that the fiscal year 2011-12 capital infrastructure plan budget
of $4,973,650 as presented in Appendix 4 be adopted. Sources of funding are detailed in
specific action items.
APPROVAL OF THE FISCAL YEAR 2011-12 CAPITAL OPERATING PLAN
BUDGET
WHEREAS, the board considered the following: The capital plan includes capital operating
needs as well as infrastructure needs. The 2011-12 capital operating plan addresses the
university’s current major capital operating needs. The plan includes information
technology, vehicle and life safety initiatives.
THEREFORE, it was ordered that the $1,871,461 fiscal year 2011-12 capital operating plan
by project be adopted as detailed in Appendix 4. Each project in Appendix 4 was funded
at a level not to exceed the item cost, the source of funds used as described and the
president was authorized to sign associated purchase orders and contracts.
-14-
ADOPTION OF THE FISCAL YEAR 2011-12 INSTITUTIONAL BUDGET
WHEREAS, the board considered the following: In accordance with Article III of the
Appropriation Bill for the 2012-13 biennium, the recommended institutional budget
totaling $217,975,710 for the 2011-12 fiscal year is submitted for approval. The 2011-12
proposed budget reflects state appropriation reductions, a 4.95% increase in tuition and
fees, and room and board increases. The proposed budget also includes faculty
promotions. A detailed Higher Education Fund allocation is included in Appendix 5.
THEREFORE, it was ordered that the $217,975,710 institutional budget for the 2011-12
fiscal year, be adopted as presented.
POLICY REVISIONS
WHEREAS, the board considered the following: The Board Rules and Regulations state
that the Finance and Audit Committee will consider:
budgeting and appropriations request processes;
all requests for appropriations and budgets covering expenditures of
educational and general funds and auxiliary programs including, but not
limited to, student housing and the athletic department;
handling of university funds, depositories, etc., whether from appropriated
or contributed funds; and
the auditing function of the university including, but not limited to, annual
audit plan, internal and external audit reports, risk assessment, and
audit/compliance issues.
The following policies are necessary to incorporate organizational, job title, and
regulatory changes and to improve the flow of information in the above areas of
responsibility. The general counsel has reviewed the proposed revisions.
THEREFORE, it was ordered that the following policy revisions be adopted as presented in
Appendix 6:
Items Requiring Board of Regents Approval (D-20.5)
Property Liability (B-34)
Receipts and Deposits (C-5)
Student Account Receivables (C-59)
Travel (C-49)
Year-End Purchasing (C-40)
-15-
BUILDING AND GROUNDS
BOARD ORDER 11-31
Upon motion by Regent McCarty, seconded by Regent Coleman, with all members
voting aye, the following building and grounds items were approved:
APPROVAL OF THE FISCAL YEAR 2011-12 CAPITAL INFRASTRUCTURE PLAN
WHEREAS, the board considered the following: The university has a long term campus
infrastructure plan that addresses capital renewal, deferred maintenance and renovation
projects. The 2011-12 capital infrastructure plan addresses the university’s current
infrastructure needs. The 2011-12 capital infrastructure plan includes academic, student
life, building, and life safety initiatives.
THEREFORE, it was ordered that the $4,973,650 fiscal year 2011-12 capital infrastructure
plan by project be adopted as detailed in Appendix 2. It includes new construction,
campus improvement, deferred maintenance, and renovation. Each project in Appendix 2
was funded at a level not to exceed the item cost, the source of funds used as described
and the president was authorized to sign associated purchase orders.
POLICY REVISIONS
WHEREAS, the board considered the following: The Board Rules and Regulations state
that the Building and Grounds Committee will consider:
use and occupancy of university property; and
planning of, locating of, receiving bids for, awarding contracts for,
construction of, and maintenance of buildings, utilities, and other physical
facilities of the campus.
The following policies are necessary to incorporate organizational, job title, and
regulatory changes and to improve the flow of information in the above areas of
responsibility. The general counsel has reviewed the proposed revisions.
THEREFORE, it was ordered that the following policy revisions be adopted, as presented in
Appendix 6:
Firearms, Explosives and Ammunition (D-14)
Petitions and Handbills (D-25)
Signs and Exhibits (D-31)
Turner Auditorium (B-28)
Use of Amplified Sound on Campus Grounds (D-21)
-16-
Board Order 11-32
Upon motion by Regent McCarty, seconded by Regent Todd, with all members voting
aye, the following item was approved.
NAMING OF JANICE PATTILLO EARLY CHILDHOOD RESEARCH CENTER
WHEREAS, the board considered the following: In accordance with Board Rules and
Regulations and university policy D-22, Naming Guidelines, buildings and other facilities
may be named for persons, both living and deceased, and the board may create any
alternate naming opportunity within its discretion. The board will consider the
appropriate naming of the facility opened on July 19, 2009, currently housing the Early
Childhood Research Center.
The Building and Grounds committee recommends that the board name the facility,
whose opening occurred on July 19, 2009, located at 2428 Raguet Street, Nacogdoches,
TX 75961 and currently housing the Early Childhood Research Center, for Dr. Janice
Pattillo, long-time educator at Stephen F. Austin State University.
THEREFORE, the following resolution was adopted:
WHEREAS, Dr. Janice Pattillo joined the SFA faculty in 1969 serving as the first
teacher in the university kindergarten and instructor in the new Early Childhood
teacher preparation; and
WHEREAS, she has served Stephen F. Austin State University for 42 years as a
teacher of children, professor of early childhood education, Coordinator of Early
Childhood Programs and Chair of the Department of Elementary Education; and
WHEREAS, through her visionary leadership the elementary teacher preparation
courses today are cohesive programs of learning that are based on her philosophy
of how children develop and construct knowledge in the learning process; and
WHEREAS, Dr. Pattillo had a vision for the SFA laboratory school and worked
with the families at the Early Childhood Lab and Nacogdoches ISD leadership to
establish the NISD/SFASU Charter School in 1998 as the first collaborative
university and school district charter school in Texas, now known as the SFASU
Charter School; and
WHEREAS, Dr. Pattillo saw the need to change the way programs are delivered
and worked with the elementary faculty to develop and deliver some of the first
online programs at SFA, earning the Texas STAR Award for Excellence in 2008;
and
WHEREAS, the opening of the Early Childhood Research Center in 2009 was the
result of Dr. Pattillo’s leadership and her vision for SFA elementary teacher
preparation programs as a place where children learn, student teachers observe
-17-
and work in model classrooms and elementary education faculty teach classes and
work all in the same building; and
WHEREAS, her life of dedication to teaching and learning has touched the lives
of thousands of young children and shaped the teaching practices of teachers in
Texas and beyond;
NOW, THEREFORE, LET IT BE RESOLVED, the Board of Regents expresses
its admiration, gratitude and high regard for Dr. Janice Pattillo by naming Early
Childhood Research Center at Stephen F. Austin State University the Janice
Pattillo Early Childhood Research Center.
REPORTS
PRESIDENT
Dr. Baker Pattillo presented a report concerning upcoming dates of interest to the board
members. He made comments on the legislative session, gave a SACS update, and
discussed the American Forester’s Accreditation. Dr. Pattillo discussed the Formula
Advisory Committee and activities of the SLC Conference. Dr. Pattillo announced that
Regent Valerie Ertz has resigned from the Board of Regents.
AUDIT SERVICES REPORT
Gina Oglesbee presented on the following topics: Expenditure Audit, Tuition and Fees
Audit, Risk Assessment and Update on Audit Plan
STUDENT GOVERNMENT ASSOCIATION
Syndi Mitchell, President of SGA, made remarks on the following topics: SFA Veterans
Resource Center, SFA Football Fan Buses, Archie McDonald Speaker Series and the
Watermelon Bash.
Steve McCarty introduced John Branch and Adam Peck, who made a report to the board
on the activities of the Athletic Attendance Committee.
PRESENTATION
Dr. Baker Pattillo and Mr. George Foreman signed a mutual agreement for the university
to accept a gift from Mr. Foreman of his sermons, letters and other papers to be housed in
the East Texas Research Center in the Steen Library. Mr. Foreman was presented with
medal representing a Lifetime Cultural Achievement Award he had earlier received as
part of the Archie McDonald Speaker Series.
The meeting was adjourned at 11:30 a.m.
Intercollegiate Athletic Policies and Procedures Manual
Proposed Revision July 19, 2011
POLICY NAME NUMBER ACTION/CHANGE
Departmental
Organization 301 Minor change
AAD Compliance 302C Minor change to job description
Assistant AD Student
Services 302K Minor change to job description
Invoicing &
Accounting 402B Minor change involving responsibility
Disbursements-Payroll 405B Procedure changes to comply with Banner
SA Financial Aid 502D
Added freshmen summer school
requirements
SA Academic Policy 503A Added KIN 200.012 info
SA Summer School 503B Minor revision
SA Housing 504A
Added new freshman residence housing
info
SA Drug & Alcohol
Policy 506B Major rewrite
Departmental Staff-
Vacation 508D Added new reporting requirements
Athletic Events-
Concessions 605A
Revised apparel/non-apparel sales at
athletic events.
Music & Entertainment 605C Major rewrite on tailgate procedures
Appendix 1
1
301:1
DEPARTMENTAL ORGANIZATION
The head of Stephen F. Austin State University’s Department of Intercollegiate Athletics is the
Director of Athletics who reports to the President who in turn reports to the Board of Regents.
Reporting directly to the Director of Athletics are:
The Associate Athletic Director for Compliance and Student Services who supervises the
Assistant Athletic Director for Student Services;
Assistant Athletic Director for Student Services
The Assistant Athletic Director for External Affairs who supervises the Coordinator of
Athletic Operations.
The Assistant Athletic Director for Business Affairs; who supervises the Media Relations
Director and Assistant Media Relations Director;
The Supervisor of Facilities and Equipment;
The Senior Woman Administrator; who serves in a dual role as Assistant Athletic Trainer;
The Assistant Athletic Director for Sports Medicine who supervises the Assistant Athletic
Trainers;
The Director of the Wellness Center;
The Head Coaches for all sports;
In addition, the Director of Athletics works closely with:
The Faculty Athletic Representative and the
Intercollegiate Athletics Council.
SFA
7/20087/2011
Appendix 1
2
302C:1
JOB DESCRIPTION
ASSOCIATE ATHLETIC DIRECTOR FOR COMPLIANCE & STUDENT SERVICES
Reports To: Director of Athletics
Positions Directly Supervised: Assistant Athletic Director for Student Services
Academic AssistantsNone
Basic Function
Responsible for ensuring compliance with University, Southland Conference, and National
Collegiate Athletic Association rules and regulations, to include providing managerial oversight
of all matters concerning student-athlete recruiting, admissions, eligibility, academic support,
financial aid and amateur status. Serves as a primary communication resource and liaison for
Departmental administrative staff members.
Duties and Responsibilities
1. Ensures compliance with NCAA, Southland Conference, and University rules and
regulations related to recruitment, eligibility, admissions, financial aid, housing,
academic support and the physical welfare of student-athletes. Monitors institutional
adherence to these rules and regulations. Serves as Compliance Officer for the
Department.
2. Assists the Director of Athletics with the administration of the Department’s athletics
programs. Troubleshoots issues in conflict with Department or University policies or
procedures, and recommends action plans for resolution.
3. Serves as the Department’s primary communication resource for coaching and
administrative staff members on behalf of the Director of Athletics and provides overall
Department management in the absence of the Director.
4. Formulates and implements compliance strategies and systems for SFA’s athletics
programs and support services to ensure NCAA rules and regulations are followed.
5. Develops, implements and monitors a systematic reporting and tracking structure for
athletics programs and units in compliance with NCAA regulations.
6. Maintains a detailed and current working knowledge of the eligibility and financial aid
certification rules and procedures for the University, Southland Conference, and NCAA.
7. Monitors recruitment activities for the Department. Provides guidance to coaches and
staff regarding managerial steps for all on-campus recruiting efforts. Approves all
official visits of prospects and monitors related activities. Directly assists with the
recruitment of prospective student-athletes by evaluating the coaches’ recruiting
recommendations and assisting them in obtaining the necessary documents for
admissions, as necessary.
Appendix 1
3
302C:2
8. Provides support data and serves as the Department liaison with the Director of
Financial Aid and the University’s Registrar in preparation of reports on student-athletes
required by the University, the Southland Conference and/or the NCAA.
9. Coordinates all certification of eligibility and oversees financial aid procedures within the
Department, in conjunction with campus certification officials. Through the Assistant
Athletic Director for Student Services, interfaces with the Director of Admissions on
eligibility status matters.
10. Coordinates the National Letter of Intent Program with the Southland Conference for the
Department.
11. Conducts compliance rules review seminars for Departmental administrator, coaches
and student-athletes. Disseminates new Conference, and NCAA legislation and
interpretations to coaches and Departmental staff. Consults with coaches and other
administrative staff regarding program compliance and provides appropriate training
opportunities for athletic staff.
12. Coordinates the summer term and exhausted eligibility financial aid programs for the
Department.
13. Maintains regular contact with officials from the NCAA and the Southland Conference to
obtain current and accurate information regarding regulations and compliance.
14. Develops and implements programs to provide outside athletic support groups with
information on NCAA recruiting rules and permissible benefits to student-athletes.
15. Oversees the development of meal lists, rooming lists and room/board monthly
allowances to establish confirmation with allowable aid.
16. Supervises the development and transmittal of all NCAA Squad Lists to the Southland
Conference, to include handling all changes and updates.
17. Serves as Departmental liaison with Campus Housing. Coordinates room lists and
assignments for all student-athletes living in campus housing.
18. Compiles all data, annual reports, waivers and appeals as related to the NCAA APR
program and Federal Graduation Rate requirements.
19. Serves on University committees and task forces, as required or at the request of the
Director of Athletics or the President.
20. Abide by all rules of the National Collegiate Athletics Association (NCAA) and the
Southland (SLC).
21. Compliance matters will also be included in annual Performance Management Review.
22. Performs additional duties and special projects as assigned by the Director of Athletics.
SFA 7/2008SFA 7/2011
Appendix 1
4
302K:1
JOB DESCRIPTION
ASSISTANT ATHLETIC DIRECTOR FOR STUDENT SERVICES
Reports To: Associate Athletic Director for Compliance & Student ServicesDirector of Athletics
Positions Directly Supervised: Academic Services Assistants
Graduate Assistants
Tutors
Basic Function
Serves as a liaison between the academic and athletic branches of the University. Oversees
student-athlete academic activities from admissions through graduation. Implements programs
and services which help guide and assist student-athletes in their academic endeavors.
Duties and Responsibilities
1. Develops, implements and coordinates an Academic Counseling Program for student-athletes.
2. Proposes and oversees the administration of the Program’s annual budget.
3. Interacts with University faculty concerning issues related to student-athletes and their
academic progress.
4. In conjunction with the Associate Athletic Director for Compliance and Student Services,
aAssists Head Coaches with admissions procedures, interfacing with the Admissions
Office and faculty committees, as required. Assists in monitoring the admissions process
for student-athletes.
5. Monitors the compilation and maintenance of student-athlete academic profiles. Uses
this information to develop academic counseling plans and services and to identify
resources for these student-athletes.
6. Monitors the class attendance and performance of sports specific student-athletes. This is
accomplished using the SAMS Academic GradesFirst software and direct personal contact
with professors. Regularly disseminates academic information to appropriate coaches.
7. Regularly disseminates essential student-athlete information, in conjunction with the
Associate Athletic Director for Compliance and Student Services, to the following
individuals:
a. The Director of Athletics and Athletic Certification Officer: reports on academic
progress and eligibility;
b. The College Deans: general exchange of pertinent information, lists of all
student-athletes for collection of individual related to degree progress;
c. The Faculty: questionnaires on academic progress;
d. The Coaches: Mid-semester/final grades, class schedules and eligibility status
and tutoring reports; and
Appendix 1
5
302K:2
e. The student-athletes: notices of academic deadlines; academic deficiencies in
course selections or required classes; office appointments and release forms for
academic records.
8. Informs sports specific student-athletes of all registration procedures and related due
dates. Provides pre-registration counseling and registration services for these student-athletes.
9. Assists with the creation and maintenance of academic files on all student-athletes,
including the compilation of academic information on student-athletes for Southland
Conference, and NCAA eligibility reports and forms.
10. Counsels student-athletes with academic concerns. Refers them to appropriate
counseling or support services when needs outside the Academic Counseling Program
offerings are identified.
11. Assists with the recruiting program by familiarizing prospective student-athletes with
the various academic programs and support services available at SFA.
12 Develops and continually updates student files on academic progress. Files will be
discussed each semester with student-athletes as to current standing and expectations for
the upcoming semester. Head coaches will be provided updated copies of all progress
reports.
13. Coordinates registration and advising activities for student-athletes.
14. Develops and oversees study programs designed to meet the needs of student-athletes,
which include trained tutors, academic support counseling services.
15. Supervises Study Hall operations for the Department.
16. Plans and coordinates summer and fall orientation sessions for incoming student-athletes.
17. Refers student-athletes to appropriate University offices (e.g., Office of Admissions,
Financial Aid, Housing, and University Counseling Center, etc.) when needs outside the
academic counseling area are identified.
18. Assists student-athletes and coaches in rectifying “system problems” that require
extended contact with one or more University offices.
19. Interacts with college registrars and faculty advisors to facilitate appropriate course
enrollment.
20. Coordinates all student-athlete outreach activities.
21. Acts as advisor co-chairperson for the Student-Athlete Advisory Board.
Appendix 1
6
302K:3
22. Attends professional meetings, seminars and continuing education classes (as time
allows) to update and increase professional knowledge. Serves on various University
committees.
23. Abide by all rules of the National Collegiate Athletics Association (NCAA) and the
Southland (SLC).
24. Compliance matters will also be included in your annual Performance Management
Review.
25. Performs additional duties and special projects as assigned by the Director of Athletics.
SFA
7/20087/2011
Appendix 1
7
402B:1
RECEIVABLES: INVOICING AND ACCOUNTING
Actual monies due the Department of Intercollegiate Athletics which are directly invoiced and
accounted for by the Department are derived from the following sources:
Advertising fees;
Facility Usage fees; and
Game guarantees.
Corporate Sponsorships
Touchdown Club Seating
Pressbox Suite Rentals
Invoicing Procedure
The Assistant Athletic Director for Business Affairs generates and issues Departmental invoices
for all fees owed the Department with the exception of game guarantees.
The Assistant Athletic Director for External Affairs generates and issues Departmental invoices for
advertising fees, Touchdown Club seating and press box suite rentals. Facility usage fees are invoiced by
the Coordinator of Athletic Operations. Game guarantees are not invoiced since they are a contractual
agreement between SFA and another university. Corporate sponsorships are invoiced by Daktronics Sports
Marketing as per contractual agreement with SFA.
Management of Outstanding Invoices
Open accounts receivables are checked monthly by the Assistant Athletic Director for Business
External Affairs and follow-up notices are sent, when appropriate. An annual report of aged
outstanding receivables and uncollectible accounts is compiled by the Assistant Athletic Director
for Business External Affairs and reported to the Assistant Athletic Director for Business Affairs and
the Director of Athletics.
SFA
4/19967/2011
Appendix 1
8
405B:1
DISBURSEMENTS: PAYROLL
The Department of Intercollegiate Athletics adheres to established University policies for the
administration of payroll procedures. While the Director of Athletics has ultimate responsibility
for approving payroll expenditures and related amendments to the budget, the Administrative
Assistant to the Director of Athletics administers the payroll function for the Department.
Copies of all documents which initiate an employee into the payroll system (Personnel Action
Request form-PAR)(Electronic Personnel Action Form-EPAF) are processed by the Administrative
Assistant in conjunction with the Director of Athletics. Although the Department maintains a
personnel file for each Departmental employee, all SFA employees’ official personnel files are
maintained by the University Personnel Service’s Centralized Records. All requests to verify
employment or other types of employee information should be referred directly to the SFA Office
of Human Resources. (Specific information regarding the determination of salaries and wages
can be found in Policy 401B, Budget: Salaries and Wages, in this Manual.)
Payroll Reporting Procedures
Monthly Time Sheets for all Departmental personnel are completed each month, by the employee,
reviewed by the Administrative Assistant to the Athletic Director and kept on file by the
Department. These documents may be relinquished in the event a State Audit is held. Time
Sheets are maintained by the Department for at least seven (7) years.On a daily basis, non-exempt
departmental employees are required to enter time worked, vacation, sick leave, comp time and furlough,
earned or taken, using the TimeClock Plus web based system (www.tm.sfasu.edu/webclock30). As an
additional backup, a Request for Vacation, Compensatory Time, Sick Leave Taken form (see Appendix
405B-1) must be completed on a weekly basis and forwarded to the Office of the Athletic Director. The
Administrative Assistant to the Director of Athletics approves entries made by departmental non-exempt
employees on a weekly basis.
Student workers are required to document the number of hours worked for each pay period on a
Time Sheet. This Time Sheet must be signed by the student and the Director of Athletics or his
designee prior to being sent to the SFA Payroll Office. employees are required to clock in and out
using the TimeClock Plus web based system. Each athletic department staff member who supervise student
employees are required to approve time recorded through the TimeClock Plus web based system on a weekly
basis.
Departmental exempt staff are responsible for reporting leave taken through their mySFA account using
Self-Service Banner. This reporting should be done following leave taken. At the end of each month all
exempt staff members are required to submit for approval the leave time reported.
Departmental exempt staff members are also required to account for sick leave, vacation leave and
comp time taken on a monthly basis on a University Request for Vacation, Compensatory Time,
Sick Leave Taken form (see Appendix 405B-1). This form is to be completed by the employee and
signed by his/her supervisor and forwarded to the Director of Athletics. The completed and
approved form is filed in the Office of the Director of Athletics who approves each on a monthly
basis.
Monthly, the University Business Office sends a listing of all Departmental employees with yearly
hours accrued for sick leave, comp time and vacation leave, requesting monthly updates. The
Administrative Assistant to the Director of Athletics completes this list verifying dates and
Appendix 1
9
accumulated days taken using the Request forms and returns the completed list to the SFA
Payroll Office.Departmental staff members are able to access their vacation, sick leave and comp time
totals through their mySFA account
Any change in number of dependents or change of address should be reported immediately to
the SFA Payroll Office.
Distribution of Payroll Checks
University employees are paid monthly or semi-monthly for work done in the previous month.
Salaried employees are paid on the 1st of the month. Hourly employees are paid on the 1st and 15th
of the month. If the1st or 15th falls on a weekend or holiday, employees are paid on the first
working day following the weekend or holiday.
It is SFA’s intent to pay all employees by direct deposit. Employees must complete a direct
deposit form, which is available in the payroll department of the Controller’s Office. Direct
deposits can be made electronically to any financial institution that accepts electronic transfers. It
is the employee’s responsibility to insure that their pay has been deposited into their account.
If an employee has not authorized direct deposit, a payroll check will be produced. Payroll checks
are released at the Business Office at 11:00 a.m. on paydays. Picture identification is required of
each person picking up a payroll check.
Release of payroll check to another person
An employee wishing to have his/her payroll check released to another individual must provide
that individual with signed authorization. The authorization must be presented to the Business
Office, along with picture identification of both the employee and the person obtaining the check.
The employee’s identification must also include a sample of the employee’s signature, which can
be compared with the signed authorization (e.g., a state driver’s license).
Mailing of payroll check
An employee wishing to have his/her payroll check mailed must provide a signed authorization
and self-addressed stamped envelope to the Business Office. The check will be mailed on the
payday.
Holiday Wage Compensation
Regular, full-time classified and non-classified employees receive pay for all University-approved
administrative holidays, provided the employee is in pay status. Payroll reporting procedures
and details concerning holiday compensation are discussed in Policy 508G, Departmental Staff:
Holidays, in this Manual.
Overtime Compensation
Employees are eligible for compensatory time off (comp time). Classified Non-exempt employees
are eligible for comp time in accordance with the University Overtime Policy and Fair Labor
Standards Act. Non-classified exempt Exempt employees may receive comp time, but may not to
exceedbe used in excess of 80 hours per fiscal year.
For more detailed information regarding overtime classifications and compensation rates, consult
SFA’s Policies and Procedures Manual. Additional information on overtime eligibility and
compensation may also be found in Policy 401B, Budget: Salaries and Wages, in this Manual.
Appendix 1
10
Bonus Compensation
Head coaches and assistant coaches are eligible to receive bonus compensation as an incentive for
their teams winning SLC Championships and making NCAA Championship appearances. Bonus
amounts are calculated as a percentage of each coach’s annual salary. Bonus compensation will be
paid following the conclusion of each team’s competition season.
Coaches assigned to football, men’s and women’s basketball, volleyball, soccer, softball, baseball,
golf and tennis are eligible to receive 3.5% of their annual salary for winning a Southland
Conference Championship. They will also be eligible to receive an additional 1.5% of their
annual salary if their team qualifies for an NCAA Championship. No coach will receive more
than 5% of their annual salary as bonus compensation unless by Board of Regent approval.
Coaches assigned to men’s and women’s cross country, indoor track & field and outdoor track &
field are eligible to receive bonus compensation as per the following:
HEAD COACH ASSISTANT COACH
Cross Country $500/SLC Team Title $250/SLC Team Title
Indoor Track & Field $1000/SLC Team Title $500/SLC Team Title
Outdoor Track & Field $1500/SLC Team Title $750/SLC Team Title
SFA
7/2006 2011
Appendix 1
11
502D:1
STUDENT ATHLETES: FINANCIAL AID
Stephen F. Austin State University awards financial aid to student-athletes in accordance with
University policy, as well as Southland Conference, and NCAA rules and regulations governing
financial aid. Athletically related grants-in-aid are limited to bona fide educational expenses such
as tuition, fees, room, board and course-related books not to exceed the cost of 30 hours of tuition
and fees, room, board and course-related books each academic year (fall/spring).
The Associate Athletic Director for Compliance and Student Services administers the financial aid
program for the Department and works with the University's Director of Financial Aid in meeting
the financial needs of student-athletes.
While it is understood that athletically related grants-in-aid are awarded on an annual basis and
are limited to bona fide educational expenses, the Department of Intercollegiate Athletics is
philosophically committed to providing the student-athlete with four (4) years of scholarship
funding. Financial aid provided to student-athletes is not considered a reimbursement for
services performed and cannot be graduated or discontinued, on the basis of athletic
performance, during the period of its award.
However, athletically related aid may be reduced or canceled if the student-athlete becomes
academically or athletically ineligible to participate (See Policy 502C, Student-Athletes: Eligibility,
in this Manual for additional information.
Allocation of Grant-in-Aid Awards
Each intercollegiate sport is provided a specific number or amount of grant-in-aid awards,
according to budgetary restrictions and within NCAA rules and regulations. Head Coaches are
informed early each fiscal year of the amount of scholarship aid available to their programs.
Grants-in-aid are allocated upon the recommendation of the Head Coach and with the approval
of the Director of Athletics. The University's Office of Financial Aid awards grants-in-aid based
on these recommendations. Recipients of financial aid are notified of the award scholarship on
the Southland Conference Grant-in-Aid Offer Form (see Appendix 502D-1) which details the
terms and conditions of the grant. Awards are tendered, along with the National Letter of Intent,
at the appropriate signing dates, as provided by the NCAA.
Head Coaches are encouraged to work with their prospective student-athletes and their families
prior to the award deadline. They should access each student-athlete's financial need and
encourage them to file the necessary paperwork for other types of assistance well before the
deadline date. This allows coaches the opportunity to use athletic financial aid award funds in
the most effective manner possible for their student-athletes.
Allowable grants-in-aid are calculated according to NCAA guidelines for head-count and
equivalency sports, as described below. Further, the number of grants-in-aid for any team may
be affected by NCAA sanctions which may be imposed against the Department's sport.
Appendix 1
12
502D:2
Head Count and Equivalency Sports
For purposes of financial aid computations, a player is considered a Counter when he/she
receives financial aid based on athletic ability, and/or was recruited, receives financial aid and is
competing as a member of an intercollegiate team.
Head-Count Sports
A head-count sport is one, designated by the NCAA, in which athletically related aid is
calculated by the number of student-athletes receiving any amount of aid, regardless of
the amount of aid received by individual team members. Student-athletes designated to
receive any type of financial aid, including textbooks only scholarships, are to be
included in the number of student-athletes receiving aid in head-count sports.
The following are the maximum awards, allowed by the NCAA, that may be in effect at
any one time for the various head-count sports sponsored at SFA:
Sport Men Women
Basketball 13 15
Tennis 8
Volleyball 12
Equivalency Sports
Equivalency sports, as designated by the NCAA, are those in which athletically related
aid is calculated by the percentage of a full, athletically related scholarship awarded to a
team member. The University may administer such awards to any number of recipients
on the basis of value (equivalency), provided the total dollar amount expended does not
exceed commonly accepted educational expenses at the University multiplied by the
number of maximum awards permitted for the particular sport.
The following are the maximum awards, allowed by the NCAA, that may be in effect at
any one time for the various equivalency sports sponsored at SFA:
Sport Men Women
Cross Country/Track 12.6 18
Golf 4.5
Women’s Golf 6
Bowling 5
Football 63 *
Soccer 14
Softball 14
Baseball 11.7
*In Division FCS Football, there is an annual limit of 30 initial counters and 63 equivalency sports
to total 85 annual counters.
Although grant-in-aid allocations within each sport are recommended by the Head Coach, the
procedures for administering grants-in-aid are the same for all student-athletes. These
procedures are summarized as follows:
Appendix 1
13
502D:3
Processing of Grant-in-Aid Awards
Grants-in-aid are allocated upon the recommendation of the Head Coach and the approval of the
Director of Athletics and the University's Director of Financial Aid. The Southland Conference
Grant-in-Aid Offer forms are prepared by the Associate Athletic Director for Compliance and
Student Services. The approved forms are forwarded to the Associate Athletic Director for
Compliance and Student Services which checks equivalencies to ensure compliance with NCAA
grant-in-aid limitations for each sport.
The University's Financial Aid Office awards grants-in-aid based on the recommendations of the
Director of Athletics. Recipients of financial aid are notified of the awarded scholarship via the
completed Southland Conference Grant-in-Aid Offer form which details the amount of aid and
the terms and conditions of the grant. Copies of Team Rosters and Grant-in-Aid lists are kept on
file in both the Associate Athletic Director for Compliance and Student Services Office and with
each sport's secretary.
Prospective Student-Athletes
Financial aid agreements are issued to prospective student-athletes with the National Letter of
Intent (see Appendix 502A-14). Prospects may not be offered financial aid prior to the times and
dates noted on the Letter.
To be valid, the National Letter of Intent Agreement must be signed within 14 days after it is
issued and returned to the Associate Athletic Director for Compliance and Student Services.
A copy of the Financial Aid Agreement is forwarded to the Office of Financial Aid. If the student
fails to be admitted following the University's regular admission process, the grant-in-aid
becomes null and void. (See Policy 502B, Student-Athletes: Admissions, in this Manual for
admissions standards and procedures.)
Enrolled Students
A student-athlete eligible for a grant-in-aid who enrolls at the University without having received
a financial aid offer may, thereafter, be given aid at any time.
A Head Coach who wishes to make an initial offer of athletically related financial aid to a
previously enrolled student must submit a revised Squad List to the Associate Athletic Director
for Compliance and Student Services. Prior to tendering an offer of financial aid to the enrolled
student-athlete, it is necessary to verify the eligibility of the student and comply with squad
limitations. With the recommendation of the Director of Athletics and the signatory approval of
the Director of Financial Aid, the Grant-in-Aid Offer is considered fully executed and ready for
the student-athlete's signature.
Continuing Student-Athletes
Athletically related financial aid is awarded on a year-by-year basis and cannot be increased,
reduced or discontinued during the period of its award for any athletically related reason. As
stipulated by NCAA Bylaw 15, grants-in-aid are renewed on or before July 1st of the academic
year in which they are to be effective. Student-athletes are asked to sign and return the
agreements by July 15.
Appendix 1
14
502D:4
Renewal notifications (see Appendix 502D-2 for sample) must be mailed out on or before June
30th. The Associate Athletic Director for Compliance and Student Services coordinates the
processing of renewal letters with each sport's secretary, the Director of Athletics, the Assistant
Athletic Director for Student Services and the Director of Financial Aid.
Graduation or Cancellation of Aid
By July 1, student-athletes must be notified in writing by the Director of Athletics if the renewal
of aid is to be reduced or canceled. (See Appendix 502D-2 for a sample cancellation letter.)
Student-athletes may appeal if they believe they were unjustifiably denied the renewal of aid.
The request for an appeal must be filed in writing and directed to the Director of Athletics within
ten (10) days of the cancellation notification. Upon receipt, the Director of Athletics schedules a
review for the appeal. If the appeal is not granted, then it can be appealed to the Financial Aid
Appeals Committee. The Scholarship appeal process must be completed prior to the
commencement of the academic year for which the scholarship is renewed, reduced or canceled.
In general, the renewal of aid may be denied if the student-athlete:
1. Fails to meet all established eligibility requirements related to University academic
standards or intercollegiate competition;
2. Engages in serious misconduct which results in substantial disciplinary action by the
University;
3. Voluntarily withdraws from participation in a sport for personal reason;
4. Fails to meet the Department of Intercollegiate Athletics' team rules governing discipline,
training or conduct;
5. Is found guilty of fraudulent misrepresentation on his/her application, National Letter of
Intent or Financial Aid Agreement;
6. Is found guilty of falsifying a statement concerning his/her attendance at another
institution;
7. Fails to comply with the requirements of the drug education, testing and rehabilitation
program; or
8. Is found guilty of withholding information which could affect his/her eligibility status.
Appendix 1
15
502D:5
Summer School
Athletically related financial aid does not normally include summer session classes. However,
financial aid may be extended to cover summer school if attendance is warranted. for reasons
related to student-athlete's academic suspension, regular course of study or to maintain
eligibility. The Head Coach of each sport makes a determination regarding those student-athletes
to be offered financial assistance for summer school provided funding is available.
As per NCAA legislation, an enrolled student-athlete, if awarded financial aid for summer
school, may only receive athletically related financial assistance in proportion to the amount of
athletically related aid received during the prior academic year, he/she may not be provided
athletically related aid during the ensuing summer term.
Summer school for incoming freshmen prior to initial, full-time enrollment in the fall are required by
NCAA legislation to enroll in a minimum of six hours of academic course work, other than physical
education activity courses, that is acceptable degree credit toward any of the university degree programs.
For student-athletes who meet the NCAA's criteria for summer school aid, the following
circumstances may dictate the need for summer school assistance as determined by the Head
Coach:
1. Student-athletes who need the hours to be eligible for fall competition;
2. Fourth-year athletes who intend to graduate that summer;
3. Fifth-year student-athletes who intend to graduate that summer; and
4. Student-athletes who have maintained their eligibility for the fall, but who need hours to
keep on schedule for graduation within four (4) years.; and
5. Incoming freshmen who may benefit academically.
All applicants for summer school are considered on an individual basis. Once approved, each
student-athlete is required to sign a financial aid agreement for summer school reflecting the
amount, terms and duration of aid.
Additionally, summer school scholarship recipients will be asked to repay the cost of tuition &
fees of any class that was dropped or receives the grade of `F’.
Fifth Year/Injured
The Department of Intercollegiate Athletics is not able to automatically grant Fifth-Year/Injured
financial aid. Therefore, each request is reviewed by the Director of Athletics and granted based
on the individual merits of the situation and on the recommendation of the Head Coach for each
sport. Post eligibility grants-in-aid will be funded not to exceed the cost of tuition and fees
(maximum of 15 ours per semester) or the amount of their last award if it was less.
Requirements to receive this award include:
1. Return academically eligible just as if they still had a season of competition
remaining.
2. Enroll full-time unless they are in the final semester of degree plan/
3. Work at an Athletic Department assigned job for 10 hours each week.
Appendix 1
16
502D:6
To receive athletic aid the following semester, the recipient must pass at least 9 new hours
towards their degree plan with a GPA of 2.00 or higher.
Lastly, it should be understood that this scholarship award will be made in 3 payments during
the semester. The first payment will be 50% of the total cost of tuition and fees, and will be
applied to their account at the beginning of each semester. The remaining two payments will be
made in equal amounts approximately 30 and 60 days following the first payment. Should a
recipient choose not to fulfill their assigned work detail, one or both of the remaining payments
will not be applied to the billing statement.
Moreover, post-eligible aid is not awarded to any student-athlete under contract or receiving
compensation from a professional sports organization.
NCAA Sixth Year Scholarship Program
The NCAA has a program for awarding scholarship money to student-athletes who
require an 11th semester or a full sixth year to complete graduation requirements.
Applications are available from the Assistant Athletic Director for Student Services. The
deadline for returning the applications is May 15th and the applications require extensive
documentation. Therefore student-athletes interested in applying should be encouraged
to begin the process as early as possible.
Non-Institutional Financial Aid
Should a student-athlete qualify for non-institutional financial aid and exceed the maximum
scholarship aid allowed, University funds are reduced dollar-for-dollar. NCAA Manual Bylaw
15, regarding Financial Aid should be consulted to determine the types of outside aid student-athletes
may receive without reducing University aid (i.e., non-countable, outside aid) when
totals do not exceed NCAA ceilings. Further, a student-athlete may receive a Pell Grant in
combination with other institutional financial aid, provided the overall total does not exceed the
cost of attendance ceiling.
All outside aid received by a student-athlete must be reported to the Southland Conference and
the NCAA at the beginning of each academic year. Individuals reporting outside aid may have
their athletic grant-in-aid reduced to avoid an award in excess of a full-ride amount. permissible
outside scholarship awards must meet NCAA criteria and may cause athletic grant-in-aid to be
adjusted to NCAA ceiling amounts.
All non-athletically related aid received is to be reported to the Office of Financial Aid. The
Associate Athletic Director for Compliance and Student Services is responsible for ensuring that
the aid is permissible and for notifying the appropriate parties to make any necessary
adjustments to the athletically related aid.
Appendix 1
17
University Charges Not Paid by the Department
Certain expenses which may be incurred by the student-athlete while enrolled at SFA are not
covered under the his/her grant-in-aid. Per NCAA regulations, only tuition, room, board and
required books are legitimate components of athletically related financial aid. The following list
of expenses are not part of a grant-in-aid and therefore must be paid by the student-athlete.
They include, but are not necessarily limited to:
Cost of treatment for non-athletically related injuries;
Non-legitimate hotel charges (e.g., long distance telephone, laundry, movies, etc.)
incurred during away travel;
Library fines; Fines for damage to University property, including the Residence Halls
Key deposits or replacement of a lost Residence Hall key;
School supplies, reference books, pens, notebooks, paper, drafting kits, etc.;
Vehicle registration fee;
Parking fines;
Personal insurance for non-athletically related injuries and illnesses; and
Residence hall penalty fees incurred by the individual student who move contrary to
residence hall contract agreements.
Non-Scholarship Student-Athletes
The University extends to all non-scholarship (recruited or non-recruited) student-athletes the
same benefits as scholarship athletes (excluding grant-in-aid awards). Once certified as eligible to
participate, the benefits received are as follows:
Academic counseling assistance (e.g., tutoring, career and peer counseling, etc.)
Training Room treatment for athletically related injuries;
Strength and conditioning facility use;
Referrals for vacation and permanent employment;
Team travel and equipment use;
Training table participation provided NCAA rules are adhered to; and
Athletic letter awards.
SFA
7/20107/2011
Appendix 1
18
503A:1
STUDENT-ATHLETES: ACADEMIC POLICY
Stephen F. Austin State University and the Department of Intercollegiate Athletics are committed
to excellence in education. Academic standards and requirements for student-athletes at SFA are
no less stringent than for the general student population. Both the University and the
Department of Intercollegiate Athletics are aware that participation in varsity athletics makes
exceptional demands upon a student-athlete's time and energy. Student-athletes, however, must
assume ultimate responsibility for their academic endeavors while attending the University.
The Assistant Athletic Director for Student Services is responsible for the daily administration of
the academic support program and works closely with the Office of Admissions and the
Registrar's Office to institute program services which help ensure continuing eligibility for SFA's
student-athletes.
Philosophy and Objectives
The University believes in the development of a well-rounded individual, sound in mind and
body. To achieve this, the University and the Department strive to offer a balanced academic and
athletics program that encourages student-athletes to develop characteristics that will make them
better citizens and assist them in their life endeavors. Further, the University and the Department
are committed to helping each student-athlete achieve a quality education and graduate. This
philosophy encompasses helping the motivated student-athlete to learn faster and more
completely, and the under-motivated student-athlete to become more motivated and better able
to succeed in the academic arena.
In fulfilling its philosophy, the Department, as a whole, strives to:
Recruit only student-athletes with the potential to succeed academically, as well as
athletically;
Maintain the athletic eligibility of every student-athlete;
Graduate all student-athletes;
Protect the academic integrity of the University; and
Comply with all rules, regulations and procedures of the University, the Southland
Conference and the NCAA.
Coach’s Responsibility
Although it is the University's and Department's goal to create an academically supportive
environment, it is the student-athlete's responsibility to work within the parameters of this
environment. Coaches are asked to support the efforts of the Assistant Athletic Director for
Student Services and Academic Services Assistants to impose logical consequences for those
student-athletes who are not fulfilling their academic obligations. If problems with specific
student-athletes cannot be resolved jointly by the coach and the Assistant Athletic Director for
Student Services, the student-athlete may be in jeopardy of losing his/her academic support
services privileges.
The Department requests that coaches not only support the program with encouragement and
appropriate sanctions, but also be supportive of the program's requirements and allow flexibility
with student-athletes who may be on occasion late to practice due to academic counseling or
related responsibilities.
Appendix 1
19
503A:2
In an attempt to advise coaches of scheduled workshops and tutorials, regular reports are sent by
the Assistant Athletic Director for Student Services and/or Academic Services Assistants. These
reports address the student-athletes participation, performance and attitude as related to services
offered by the Academic Support Program.
Student-Athlete's Responsibilities
As stated previously, the student-athlete is ultimately responsible for his/her academic progress
at the University. General academic requirements and responsibilities are contained within this
policy.
Academic Programs and Services for Student-Athletes
The Department's goal is to provide student-athletes with an academic support program which
utilizes Departmental and University resources to address a variety of academic, personal and
career issues. To accomplish this goal, the Academic Support Program, in concert with
University student services strives to make available to student-athletes the services described
below.
SFA 101 - Each new student-athlete is requested to enroll in SFA 101. This class will
include campus life and survival skills presentations; the explanation of academic
support programs and academic counseling services, etc. The class is specialized for
student-athletes and taught by members of the athletic department staff.
Personal Counseling - Confidential assistance is provided to student-athletes by Licensed
professional Counselors to help them with transitional issues, stress management,
academic focus and personal crisis intervention.
Career Counseling - Vocational counseling, including interest testing, career library and
SIGI (computerized guidance system) is made available to student-athletes
Testing Services - National tests such as GRE, MAT, LSAT, GMAT, and the TASP are
administered to student-athletes, as appropriate. Preparation counseling is also
available.
Placement and Career Services - A liaison service between employers and prospective
employees is offered. All students are encouraged to begin a placement file early in their
senior year.
Career Planning - Job development skills are offered in the form of resume development,
cover letter writing, job search strategies, interviewing skills and professional school
placement assistance.
Student-Athlete Advisory Committee - The purpose of this established Board is to
encourage student leaders and staff to discuss concerns, set goals and identify projects.
Service Program - This program encourages and facilitates the involvement of student-athletes
with students in the community as peer counselors and role models.
Appendix 1
20
503A:3
Educational Assessments - A proactive approach is utilized to help develop a
personalized academic support plan for student-athletes by offering: reading, writing
and listening assessments, services for students with disabilities and in-depth academic
assessments and evaluations.
Tutorial Support - Various programs are offered to help student-athletes experience
academic success. They include: subject tutoring, mentor tutoring, group tutorials, time
management counseling and supplemental instruction.
Academic Supervision - Short and long term supervision includes study halls, grade
report updates from instructors informing academic staff and coaches of course
performance, class attendance monitoring and evaluation of overall academic progress.
The GradesFirst software program was introduced in the Summer 2009 and utilizes the
latest computer technology to track attendance, grade status, comments from professors
and arranging appointments with tutors.
Computer Resources - Computers and computer assistance are made available to
student-athletes.
Degree Audit Program - This program contains a tracking system which is used to insure
accurate course selection and to monitor progress towards graduation through
evaluation, maintenance of records and their updating, semester by semester, via an
evaluation of academic transcript and degree requirements.
Intercollegiate Athletics-Kinesiology 200.012
Students who are members in good standing of any intercollegiate team are eligible to enroll in this two-hour
activity/participation course up to a maximum of six times. Hours earned in this course can only
apply as electives if permitted by each individual academic degree plan.
This is a pass-fail course with students receiving either an A or F. In order to earn an “A” in the course,
enrolled students must begin and end the semester as a team member in good standing. Failure to do so will
result in a grade of “F”.
If prior to the last day to drop during the semester, a student voluntarily quits or is cut/dismissed by the
coach from the team, the student should drop this course to avoid receiving a grade of “F”. Students who
voluntarily quit or are cut/dismissed from the team after the last day to drop will receive a grade of “F”.
All students enrolled in this course can receive a syllabus detailing the requirements expected from the
Kinesiology & Health Science Office-HPE204. The Associate Athletic Director for Compliance and
Student Services is responsible for the athletic administration of this course.
Satisfactory Progress
To comply with the NCAA's satisfactory progress rule, each student-athlete must designate a
program of studies leading toward a specific baccalaureate degree by the beginning of the third
year of enrollment (i.e., the fifth semester). The Assistant Athletic Director for Student Services
confirms, with the assistance of the Office of Admissions, that each student-athlete meets this
requirement, and then works with the student-athlete to ensure that satisfactory progress toward
to specified degree is being made.
Appendix 1
21
503A:4
Each student-athlete's on-going academic status is monitored via the Southland Conference
Eligibility Verification form (Appendix 502C-4). All Information is verified by the Office of
Admissions, using University computer data. A copy of the completed form is kept on file with
the Associate Athletic Director for Compliance and Student Services
In order to remain academically eligible to participate in intercollegiate athletics, a student-athlete's
course load must not drop below 12 hours. If dropping a class results in a student-athlete
being registered for less than 12 hours, the Assistant Athletic Director for Student Services
immediately informs the individual's Head Coach of the potential eligibility problem.
Drops and Adds
All student-athletes are required to receive signatory approval for drop/add from the Assistant
Athletic Director for Student Services before preceding with changes in approved schedules. No
schedule changes may be made after the deadline specified in the academic calendar without the
approval from the course instructor and the departmental dean.
Class Attendance
Student-Athletes are expected to attend class on a regular and punctual basis. In any university
course, professors have discretion over whether or not to accept excuses. Further, course
instructors establish specific attendance policies to which student-athletes must adhere. The
University recognizes the legitimacy of intercollegiate competition while striving to minimize the
number of classes missed due to competition. Absences due to personal reasons unrelated to
athletics competition and not in accord with the University’s attendance policy may significantly
affect grades.
Arrangements for taking any examination or completing work assignments affected by team
travel are the student-athlete’s responsibility. Instructors are aware of the problems involved in
scheduling athletic competitions, and are usually willing to provide some flexibility if the
student-athlete requests consideration in advance. Student-athletes should identify themselves to
their professors as early as possible in each course and provide professors with their team and
travel schedule to eliminate potential conflicts.
Additionally, your class attendance will be regularly monitored by Athletics staff (Assistant
Athletic Director for Student Services and coaching staff). Professors routinely provide
information to the Assistant Athletic Director for Student Services regarding missed classes and
concerns they may have about academic performance.
Each head coach will be responsible for enforcing class attendance and deciding penalties for
unexcused and excessive absences. Penalties could include additional study hall time, loss of
game participation and loss or reduction of athletic scholarship.
Exams
When a student-athlete learns that an exam is scheduled during the time he/she will be
participating in the intercollegiate athletics program, the student-athlete is responsible for
notifying the instructor and making arrangements to make up the exam. The instructor should be
contacted at the earliest possible date.
Incomplete Grades
Appendix 1
22
503A:5
Student-athletes are required to complete all course assignments by the last day of classes for the
semester. However, student-athletes may petition the dean of their collage prior to the last day of
classes to request an extension, if circumstances warrant the extension. The course instructor
must endorse the petition for the extension. Extensions are granted only if the student has
completed the major requirements of the course. If an extension is granted, a grade of I
(incomplete) is given. The incomplete is removed at the end of the extension period. If the
student has not completed the course requirements, a grade of zero is assigned to all missing
grades and the final grade is assigned by the instructor.
Study Hall
The Assistant Athletic Director for Student Services identifies minimum recommended study hall
hours for all freshmen and transfer student-athletes. Additionally, study hall attendance may be
mandated by the Assistant Athletic Director for Student Services and Academic Services
Assistants in consultation with the student-athlete's Head Coach. Student-athletes attending
study hall sessions are required to verify their attendance by electronic login using their
University ID. The Assistant Athletic Director for Student Services or designate, monitors the
sessions to verify the presence of these student-athletes. A student-athlete's failure to attend
required study halls is reported to his/her Head Coach for counseling.
All study hall sessions are open to all student-athletes.
Tutoring Services
The Assistant Athletic Director for Student Services coordinates a variety of tutoring services for
student-athletes. These programs include individualized subject tutoring, small group tutorial
sessions, supplemental instruction and time management counseling.
At-risk students are identified and assigned tutors at the beginning of each semester. Any
student-athlete requesting tutoring must receive permission form the Assistant Athletic Director
for Student Services.
Academic Monitoring and Evaluation
The Assistant Athletic Director for Student Services compiles and maintains a file on each
student-athlete. The file contains all materials documenting the academic profile of the student-athlete
(e.g., academic transcripts, SAT and/or ACT scores, grade point averages, plan and/or
program of study), as well as various forms verifying the eligibility status of the student-athlete.
The Assistant Athletic Director for Student Services and Academic Services Assistants monitor all
grades and class attendance for student-athletes designated as high risk. The student-athlete and
the Head Coach are contacted to review problems and offer possible solutions as necessary.
SFA
7/20107/2011
Appendix 1
23
503B:1
STUDENT-ATHLETES: SUMMER SCHOOL
The Department of Intercollegiate Athletics is aware that time demands placed on student-athletes
during the academic year may limit the number of credit hours a student-athlete may be able to
handle. beyond what is required by NCAA legislation. Summer school is often an option for timely
completion of specific academic courses. For entering freshmen it is an opportunity to get a head start on
their academics. However, summer school is not automatically financed. The Director of Athletics
determines the amount of funding available from budgetary sources, endowments, SAF/SOF funds and private
giving. The amount for each sport is determined and reported to each Head Coach prior to the end of the spring
semester.
Student-athletes wishing to attend summer school must discuss their decision with their Head Coach
and the Assistant Athletic Director for Student Services. Student-athletes receiving financial-aid and
requesting financial assistance for summer school fees must have approval of their Head Coach who
in turn will send an official list and the amounts to be awarded to the Associate Athletic Director for
Compliance and Student Services who will enter the financial aid into the Banner system. (see Policy 502D,
Student-Athletes: Financial Aid, in this Manual for additional information). When approved, NCAA
regulations stipulate that funding may only be awarded in proportion to the grant-in-aid received
during the preceding academic year.
Summer school attendance is mandatory for student-athletes on an academic suspension and in some
cases where the student-athlete's eligibility is at risk. Other requests are considered if the student-athlete's
Head Coach approves financial aid for summer school. All requests must be evaluated by
the Assistant Athletic Director for Student Services, the Director of Admissions and the Director of
Financial Aid, basing the provision of financial aid on the following criteria:
Individual sports' budgetary constraints;
Class standing (i.e., freshman, sophomore);
Availability of necessary classes (i.e., only offered during summer);
Continuing eligibility requirements (i.e., the for 24 hours of classes per year);
Grades achieved in previous course work;
Course completion necessary for graduation following summer session; and/or
Course required for post graduate study.
All applicants for summer school are considered on an individual basis.
Student-athletes who receive athletic funding for summer school, and drop a class(es) or receive a
grade of `F’, will be required to repay all tuition & fee costs associated with class(es). Those charges
will be placed directly on the students Billing Statement and will be payable at the Business Office.
Student-athletes wishing to attend summer sessions, at their own expense at another institution must
obtain the prior approval of the Assistant Athletic Director for Student Services. Credit is transferred
only if a grade of C or better is obtained. Moreover, the grade does not transfer to SFA, only the
credit.
SFA
7/20107/2011
Appendix 1
24
504A:1
STUDENT-ATHLETES: HOUSING
Stephen F. Austin State University and the Department of Intercollegiate Athletics are committed to
providing all student-athletes with the opportunity to enhance their social and personal values by
taking part in a democratic, community-living environment. Therefore, student-athletes who live on
campus are subject to the same residence hall rules and regulations as the rest of the student body.
Although the majority of student-athlete housing is located in Lumberjack Lodge, Lumberjack Village
or Hall 20 orthe new freshman hall, the University does not provide dormitories for the exclusive use of
student-athletes, nor create segregated areas within residence halls solely for student-athletes. All
student-athlete housing assignments are made through the University Housing Office and are within
guidelines established by the University, the Southland Conference, and the NCAA. Student-athletes
may not receive any special services or material amenities (e.g., stereos, room furnishings, etc.) that are
not provided to all members of the SFA student body on an equitable basis. General rules and
regulations pertaining to residence hall living can be obtained from the University Housing Office.
The Head Coach of each sport is responsible for providing the Associate Athletic Director for
Compliance and Student Services accurate and timely information regarding his/her students' housing
arrangement requirements for the upcoming academic year. The Associate Athletic Director for
Compliance and Student Services works closely with the SFA Housing Office in coordinating housing
for student-athletes. All problems concerning the housing of student-athletes should be referred to the
Associate Athletic Director for Compliance and Student Services.
On-Campus Housing
The athletic scholarship cost of on-campus housing is funded based on the cost of Hall 20 as part of the
standard athletic financial aid package for student-athletes and does not exceed the limits established
by the NCAA. Student –athletes that choose to live in more expensive on-campus house must pay the
difference in cost.
Incoming Freshmen and Transfers
The Department of Intercollegiate Athletics requires all unmarried student-athletes under the
age of 21 and with fewer than 60 hour attempted to reside in on-campus housing. However,
exceptions may be made under certain specified conditions and at the Head Coach's discretion.
For additional information on residence requirements see SFA General Bulletin.
Room assignments for incoming freshman and transfer students are requested by the Head
Coach and coordinated by the Associate Athletic Director for Compliance and Student Services
with the University Housing Office Coordinator's assistance.
In April of each year, coaches are asked to submit a list of all incoming freshman and transfers
who will require housing. If an incoming student-athlete specifies a housing preference other
than Hall 20, the coach should indicate this request on his/her list. However, promises are not
to be made to student-athletes.All freshmen are required to live in one of four residence halls. The
residence halls for freshman include Hall 14, Hall 16, Steen Hall, and a new freshman hall. There are a
limited number of beds available for scholarship student-athletes in the new freshman hall and coaches
should not assume they have a space without first receiving a confirmation from the Associate Athletic
Director for Compliance and Student Services who will coordinate freshman housing. Those freshmen
not in the new freshman hall will be placed in Steen Hall. Each incoming student- athlete must
submit a completed Residence Hall Application to the University Housing Office in order to
have their request processed. All student-athletes must include a $50 application fee along
Appendix 1
25
504A:2
with their application. Once an actual assignment is made, an additional $50 contract fee is required.
Continuing Students
Continuing students are permitted to retain their rooms from year to year, provided they file their
renewal request on time.
Room Change Process
Room changes are often available at the beginning of each semester and can usually be
accomplished with the assistance of the University Housing Coordinator. However, all room
changes require the permission of the Head Coach, and some room changes may result in a higher
room rate.
Off-Campus Housing
SFA students wishing to live off campus must be over 21 years of age and/or complete a minimum of 60
semester hours of college level work. Head Coaches retain the right to approve or deny the request of
their student-athletes to live off campus.
Student-athletes, with the approval of their Head Coach to live off campus, are responsible for selecting
suitable housing. There are a variety of apartment complexes, houses, condominiums and duplexes for
rent throughout the city. Student-athletes are responsible for all deposits (e.g., damage deposit,
electricity, water and phone). Deposits cannot be waived or paid for by the Department of Intercollegiate
Athletics.
In May, coaches must provide a list of all student-athletes planning to live and dine off-campus. These
lists are submitted to the Associate Athletic Director for Compliance and Student Services for the
preparation of scholarship agreements.
Off- campus room and board allotments are based on housing formula’s approved by the NCAA and the
cost of the 20 meal dining plan and are distributed in a lump sum payment at the beginning of each
semester. Payments are mailed or direct deposited, based on the method they have established with the
University.
Preseason Housing
Coaches must obtain the approval of the Director of Athletics to schedule practice or competitive events
when school is not in session. Approval is only granted if such a schedule is within the guidelines of the
NCAA and there are sufficient funds in the sport's budget to cover related expenses. (See Policy 602B,
Scheduling: Practices, in this Manual for additional information.)
Preseason housing is coordinated by the Associate Athletic Director for Compliance and Student
Services with the SFA University Housing Office Coordinator for student-athletes residing in residence
halls. Special needs that require preseason housing prior to the beginning of a semester or after a
semester ends are provided at no cost to the Department or the student. This service is provided to
student-athletes, as well as other student groups (e.g., student housing staff, Twirl-O-Jacks, Marching
Band, etc.). Student-athletes living off campus are responsible for coordinating their own preseason
housing needs, as required.
Appendix 1
26
504A:3
Break Housing
Coaches must receive pre-approval for all housing needs for semester break and holiday periods.
Housing approvals are not granted retroactively. Approval is only granted if scheduling of practices
and/or competition is within NCAA, and Southland Conference rules and regulations, and there are
sufficient funds in the sport's budget to cover related expenses. Coaches are responsible for submitting
the names of all student-athletes requiring housing to the Associate Athletic Director for Compliance
and Student Services. The Lodge, Village and Hall 20 are available for occupancy during breaks when
coordinated through the Associate Athletic Director for Compliance and Student Services. Stipends for
such board are requested and disbursed from the Office of the Assistant Athletic Director for Business.
Summer School Housing
On-campus housing for student-athletes approved to attend summer school is not scheduled by the
Associate Athletic Director for Compliance and Student Services. Students should make their
reservations by using on-line application requests found on the Housing website (See Policy 503B,
Student-Athletes: Summer School, in this Manual for additional information.)
7/2008
7/2011
Appendix 1
27
506B:1
STUDENT ATHLETES: DRUG TESTING STUDENT ATHLETES: DRUGS & ALCOHOL POLICY
The Department has instituted a program of drug screening by urinalysis for student-athletes engaged in
intercollegiate athletics. The urine sample will be screened by an outside drug testing lab which will
collect samples, test samples and deliver results in a coded manner to the Head Athletic Trainer, working
under the direction of the Team Physician.
Each test will produce either a positive or negative result. A negative result means that either there is no
drug present in the sample, or the level is so low that it is undetectable by the test. A positive result
means that the drug is present in the urine sample at a detectable level.
Any student-athlete refusing to be tested for drugs is considered as having a positive test result.
Except when prescribed by a qualified physician to treat an individual’s medical condition, use of the
following drugs, this is not an all-inclusive list, by a student-athlete is expressly prohibited and shall be a
violation of Department Policy team rules.
Barbiturates Meperdine
Choloropromazine Methadone
Cocaine Morphine
D-Amphetamine (Speed) PCP (Angel Dust)
Glutethimide Quinine
Heroin Steroids
Lysergic Acid Tetrahydrocannabionol
Diethylamide (LSD)
Student-athletes will be randomly selected for testing by an outside lab. The lab will be provided a
current list of squad participants for each sport. Student-athletes will be tested on a monthly basis and
each sport will be represented by 20% of the total squad participants.
Monthly test dates will be selected by the Athletic Training Staff and outside lab. In regards to a positive
drug test, there will be an ample amount of time provided for the prior test levels to be absent from the
body. Student-athletes selected for each drug test will be notified in person or by telephone. A failure to
report for drug test after confirmed notification will be considered a positive test and will follow the
appropriate sanctions.
Stephen F. Austin State University is concerned with the health, safety and welfare of the student-athletes who
participate in its intercollegiate athletic programs. The use of illegal drugs, misuse of legal drugs and over-the-counter
dietary supplements, use of performance-enhancing substances, use of alcohol and inappropriate use of
tobacco are completely inconsistent with the standards expected of student-athletes. Substance use and abuse in
sport can pose risks to the student-athlete’s health and negatively affect his or her academic and athletic
performance. It can also compromise the integrity of athletic competition and the ideals of SFA.
Purpose
The Athletic Department believes that random drug testing and testing based on reasonable suspicion are
appropriate to ensure the health, safety and welfare of our student-athletes, to promote fair competition in
intercollegiate athletics, to affirm compliance with applicable rules and regulations on drug and alcohol abuse, to
identify student-athletes who are improperly using drugs or alcohol and to assist them before they harm themselves
or others. Furthermore, the Athletic Department recognizes its responsibility to provide educational programming
that will support a positive decision-making process.
Appendix 1
28
The intent of these policies is to prevent substance use and abuse by student-athletes through education, testing, and
professional guidance.
 Education – providing student-athletes and athletics staff with accurate information about the problems
associated with substance use in sport, promoting health and safety in sport;
 Testing – analyzing biological specimens to detect prohibited substances student-athletes may introduce to
their bodies and punitive consequences resulting from use; and
 Professional Referral – facilitating appropriate treatment and rehabilitation of student-athletes.
Implementation of Program
At the beginning of the academic year, a presentation will be made to all intercollegiate athletic teams to outline and
review the department's year round and summer drug testing drug policy. A copy of this policy will be provided to
each student-athlete. Each student-athlete will thereafter be asked to (1) sign a form acknowledging receipt of a copy
of this policy; (2) execute voluntary consent to the urinalysis testing required by the program; and (3) sign a
statement authorizing the release of test results to a limited group of individuals. Student-athletes and their
parents/legal guardians are encouraged to ask questions or make suggestions at any time regarding this program.
The SFA Athletics Department is committed to the success of this program and expects student-athletes to be
equally committed.
Frequency of Testing
To ensure fairness and efficiency of the testing program, testing notification will come from the Assistant Athletic
Director for Sports Medicine. Tests will be administered on a random or reasonable suspicion basis and may, or may
not, be announced in advance. Tests may be administered at any time throughout the year. The number, timing and
other procedures for testing shall be determined by the Assistant Athletic Director for Sports Medicine.
Under the random testing program, individual student-athletes will be randomly chosen for screening by the
contracted testing lab from a roster provided by the Sports Medicine staff. Failure to report for testing following
notification will result in a positive test.
Testing Method
The drug testing shall consist of collecting a urine sample from the student-athlete under the supervision of a
laboratory technician from an accredited lab under contract with SFA. Each urine sample shall be analyzed using
such tests as the Athletics Department may deem appropriate for the presence of screened drugs. The testing agency
shall report all test results to the Assistant Athletic Director for Sports Medicine. For purposes of this program, a
positive result shall mean a test result which indicates, in the opinion of the outside agency performing such testing,
the presence of one or more of the drugs on the NCAA’s banned list.
Appropriate precautions will be taken to assure and maintain the accuracy and confidentiality of the test results
including the maintenance of a documented chain of specimen custody to insure the proper identification and
integrity of the sample throughout the collection and testing process.
Appendix 1
29
NCAA Banned Drug Classes
The Committee on Competitive Safeguards and Medical Aspects of Sports has the authority to identify specific
banned drugs and exceptions within each class. SFA student-athletes shall be held accountable for all drugs within
the banned-drug classes regardless of whether they have been specifically identified. The current list of specific
banned drugs and exceptions is located on the NCAA Web site (ncaa.org) or may be obtained from the NCAA
national office.
The following is the list of banned-drug classes as of the date of this policy:
 Stimulants
 Anabolic agents
 Diuretics and other masking agents
 Street drugs
 Peptide hormones and analogues
 Anti-estrogens
 Beta-2 agonists
Many nutritional/dietary supplements contain NCAA banned substances. In addition, the U.S. Food and Drug
Administration (FDA) does not strictly regulate the supplement industry; therefore purity and safety of
nutritional/dietary supplements cannot be guaranteed. Impure supplements may lead to a positive NCAA drug
test. The use of supplements is at the student-athlete’s risk. Student athletes are urged to check first with the Sports
Medicine staff before taking any supplements to insure that there are no banned substances in the ingredients.
Medical Exception Policy
SFA recognizes that some banned substances are used for legitimate medical purposes. Accordingly, SFA allows
exceptions to be made for those student-athletes with a documented medical history demonstrating a need for regular
use of such a substance. Exceptions may be granted for substances included in the following classes of banned drugs:
stimulants, beta-blockers, diuretics and peptide hormones.
The student-athlete is required to inform the Assistant Athletic Director for Sports Medicine of all medications he or
she is taking. The sports medicine staff will maintain in the student-athlete’s medical records a letter from the
prescribing physician that documents the student-athlete’s medical history demonstrating the need for regular use of
such a drug. The letter should contain information as to the diagnosis (including appropriate verification), medical
history and dosage information. In the event a student-athlete tests positive, the Assistant Athletic Director for
Sports Medicine in consultation with the Team Physician will review the student-athlete’s medical record to
determine whether a medical exception should be granted.
Reasonable Suspicion Screening
A student-athlete may be subject to testing at any time when the Director of Athletics or his/her designee determines
there is individualized reasonable suspicion to believe the participant is using a banned substance. Such reasonable
suspicion may be based on observed behavior or objective information as determined by the Director of Athletics or
by an Associate/Assistant Athletic Director, Head Coach, Assistant Coach, Assistant Athletic Trainer, or Team
Physician, and deemed reliable by the Director of Athletics or his/her designee. Reasonable suspicion may be found,
but not limited to 1) observed possession or use of substances appearing to be prohibited drugs, 2) arrest or
conviction for a criminal offense related to the possession or transfer of prohibited drugs or substances, or 3)
observed abnormal appearance, conduct or behavior.
Appendix 1
30
Safe Harbor/Self-Referral Policy
With the understanding that there are circumstances where individuals have severe drug and/or alcohol problems
which stem from background, habit, or recreation, the Department of Athletics has developed a policy to assist
individuals who desire to make a positive life change. It is the assumption that individuals who self-refer for a drug
and/or alcohol problem are actively seeking help and are interested in making a positive life change. It is the
commitment of SFA Athletics to assist all individuals in this process. Through the Safe Harbor program, a student
athlete may refer himself or herself once for voluntary evaluation and counseling. Self-referral may occur only one
time during a student-athlete’s college career. The University, without charge, will provide a counseling program to
student-athletes, to the extent that similar services are provided to all University students, to gauge the severity of
the problem. A recommendation for treatment, based on the assessment will be made. Counseling beyond that which
is available to all University students will be at the expense of the student-athlete.
Parameters of the Safe Harbor program include the following:
 A student-athlete is not eligible for self-referral or safe harbor plan after he or she has been informed of an
impending test or after having received notification of a positive institutional or NCAA drug test.
 The Director of Athletics, Assistant Athletic Director for Sports Medicine, and the student-athlete’s head
coach will be informed of the student-athlete’s participation in the Safe Harbor program.
 The student athlete will be permitted to remain in the Safe Harbor program for a reasonable amount of
time, not to exceed thirty (30) days, as determined by the treatment plan. A student will not be
permitted to enter the Safe Harbor Program thirty (30) days prior to NCAA or Conference
postseason competition.
 Student-athlete must satisfactorily complete the prescribed substance abuse treatment recommended by the
counselor. Student-athletes will be required to sign a release form allowing the athletic department to check
on their attendance. Failure to complete counseling will result in a positive drug test.
 The Department of Athletics, reserves the right to perform routine, unannounced drug tests. If a drug test
reveals existence of drugs after an 8-week period, or if at any time the student-athlete tests positive for a
different drug than which he/she was originally referred for, an additional violation of the substance abuse
policy will be enforced.
 Upon official release from the treatment/counseling program, all student-athletes will be subject to drug
testing. If any substance is detected, an automatic positive test will result.
 Self-referral cannot be used while in treatment for an existing violation. The concept of the Safe Harbor
self-referral program is for the student-athlete to ask for help with an addictive problem he/she is facing.
Therefore, self-referral will not be considered when a student-athlete is actively undergoing treatment for a
substance abuse violation.
The Director of Intercollegiate Athletics or designee may suspend the Student Athlete from play or practice if
medically justified.
Appendix 1
31
Sanctions for Substance Abuse
First Offense
 The Athletic Director, Head Coach, and athlete will be notified by the Head Athletic Trainer.
 The athlete’s parents or guardian will be notified by telephone and certified mail.
 The athlete will be re-tested at each subsequent department random test for the following twelve
month period.
 The athlete must attend counseling and evaluation sessions which must be monitored and
documented by the head coach.
Second Offense
 The Athletic Director, Head Coach, and athlete will be notified by the Head Athletic Trainer.
 The athlete’s parents or guardian will be notified by telephone and certified mail.
 The athlete will be re-tested at each subsequent department random test for the following twelve
month period.
 The athlete must attend counseling and evaluation sessions which must be monitored and
documented by the head coach.
 Seven (7) days suspension from team activity to include meetings, practice, and competition.
Contest Suspension – athlete will be suspended from the next regular or post-season contest as listed
below.
Competition suspensions will be equivalent in all sports and will be equal to one (1) competition or ten
(10) percent of the scheduled contests for that sport, whichever figure is greater.
Minimum suspensions for each sport will be:
Football 1 game
Volleyball 3 matches
Soccer 2 games
Basketball 2 games
Cross Country 1 meet
Indoor Track 1 meet
Outdoor Track 1 meet
Tennis 1 match
Golf 1 tournament
Softball 5 games
Baseball 5 games
Third Offense:
 The Athletic Director, Head Coach and athlete will be notified by the Head Athletic Trainer.
 The athlete’s parents or guardian will be notified by telephone and certified mail.
 The athlete is suspended for one (1) calendar year from the team with immediate cancellation of any
Athletics Grant-in-Aid.
Testing Cycle
Appendix 1
32
The regular 12-month ‘Testing Cycle’ for student-athlete drug screens will begin with the first class day
of the first summer session and end with the completion of finals for the following spring semester.
Included in this group will be any scholarship athlete, who completes their final season of competition in
the fall semester and returns in the spring on scholarship. If a student-athlete should test positive during
a Testing Cycle, that athlete will be under the Offense Penalties for a twelve month period from the date
of the positive test.
Sanctions for Substance Abuse
First Offense
 The Athletic Director will be notified by the Assistant Athletic Director for Sports Medicine.
 The Athletic Director will meet with the student-athlete and Head Coach.
 The student-athlete’s parents or guardian will be notified by the Head Coach.
 The student-athlete’s parents or guardian will also be notified in writing by the Athletic Director.
 The student-athlete will be re-tested at each subsequent department random test for the following 12 months.
 The student-athlete will be referred to University counseling services for evaluation and counseling.
Attendance is mandatory and will be monitored by the Assistant Athletic Director for Sports Medicine or
his/her designee. A release form signed by the student-athlete will be required so that counseling services can
report attendance.
 Failure to attend counseling will result in an indefinite suspension from all team activities and competition
until the counseling program is completed.
 Counseling beyond that which is available to all University students will be at the expense of the
student-athlete.
 The student-athlete will receive Seven (7) days of suspension from all team activities to include meetings,
practice, conditioning and competition.
 Student-athlete will be suspended from the next regular or post-season competition(s) as determined by the
sport they are participating in. The next regular competition would include the following competition year if
the positive test occurred outside the student-athlete’s traditional season.
Competition suspensions will be equivalent in all sports and will be equal to one (1) competition or ten (10) percent
of the scheduled contests for that sport, whichever figure is greater.
Minimum suspensions for each sport will be:
Football 1 game
Volleyball 3 matches
Soccer 2 games
Basketball 2 games
Cross Country 1 meet
Indoor Track 1 meet
Outdoor Track 1 meet
Tennis 1 match
Golf 1 tournament
Softball 5 games
Baseball 5 games
Bowling 1 tournament
Appendix 1
33
Second Offense:
 The Athletic Director will be notified by the Assistant Athletic Director for Sports Medicine.
 The Athletic Director will meet with the student-athlete and Head Coach.
 The student-athlete’s parents or guardian will be notified by the Head Coach.
 The student-athlete’s parents or guardian will be notified in writing by the Athletic Director.
 The student-athlete shall be banned from all SFA intercollegiate athletic participation during the time period
ending one calendar year after the collection of the student-athlete’s positive drug-test specimen.
 If the student-athlete returns, following the one year suspension, they will be required to submit to testing prior
to reinstatement to a team and will also submit to testing monthly at the student-athlete’s expense. Any
subsequent positive test will result in permanent suspension from all SFA athletic teams.
Individual Team Drug Screen
At a time randomly selected by the Athletic Training Staff, each athletic team will have a drug screen for
all team members. At that time, all team members, excluding any team member previously tested during
that years ‘Testing Cycle’ will be tested in accordance with Department Policy. All team members will
still remain on list for Random Testing until completion of Testing Cycle
There may be times that an entire team is tested. This may include but is not limited to the following reasons:
 Prior to post season competition.
 Suspected widespread use of/or association with banned substances by team members.
Summer School Drug Screen
Student-athletes that attend a summer session at SFA and receive any financial assistance from the
Athletic Department will be tested at a time randomly selected by the Athletic Training Staff.
Appeals
Prior to the imposition of any sanction, and after the findings of any positive result from a test, the
student shall be given the opportunity for a hearing before the Athletic Director to challenge the accuracy
of the test result and otherwise present his or her defense. If the Athletic Director rules in favor of the
student, then all records of the challenged test results shall be destroyed and no future action of the
University shall be based upon it. Student-athletes who test positive will be entitled to a hearing with the
Director of Athletics or his/her designee prior to the imposition of any sanction. Requests for such a hearing must be
made within forty-eight (48) hours of notification of a positive test result. If the forty-eight hours would end on a
weekend, the request must be made by noon on the next business day. Request must be in writing and received by
the Director of Athletics.
The student-athlete may have an advocate or other representative present if the student so desires. However, the
student-athlete must present his or her own case and the advocate or other representative may only advise the
student-athlete. If the student-athlete chooses to bring an attorney as his/her advocate or representative, the Director
of Athletics may request the university general counsel to be present. The meeting should take place no more than
seventy-two (72) business hours after the written request is received. The student-athlete or the other parties
involved may request an extension of time to the Director of Athletics, who will consider whether to grant the
extension upon a showing of good cause. These proceedings shall include an opportunity for the student-athlete to
present evidence, as well as to review the results of the drug test. The proceedings shall be confidential. The decision
by the Director of Athletics or his/her designee regarding the sanction to be imposed shall be final, other appeal
processes of the University notwithstanding.
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Test Results Security
It has been agreed by the President of the University and the Dean of Student Development Director of
Student Rights and Responsibilities that they will not be entitled to request information as to result of drug
tests of any student-athlete, nor to use any information of evidence as to such test results, for any
disciplinary purposes whatsoever. The Department of Athletics will make every effort to keep all such
test results confidential, except to the limited extent otherwise provided above, and will oppose the
disclosure thereof to any other person within or outside the University.
NCAA Drug Testing
Any student-athlete may be tested by the NCAA at any time during the year.
If the NCAA test confirms that the student-athlete has used a banned drug (see 31.2.3.1 in the NCAA
Manual for a complete list of banned substances and practices), the NCAA declares the student-athlete
ineligible for further participation in postseason and regular-season competition for one (1) calendar year
following the positive test and until the student-athlete re-tests negative. Further, NCAA legislation
specifies that student-athletes who test positive will lose at least one (1) season of competition or the
equivalent of one (1) season during their period of ineligibility. All student-athletes may be tested by the
NCAA at any time during the year and especially during championship competition.
A student-athlete who as a result of a drug test administered by the NCAA is found to have used a substance on the
list of banned drug classes, shall be declared ineligible for further participation in postseason and regular-season
competition during the time period ending one calendar year after the collection of the student-athlete’s positive
drug-test specimen. The student-athlete will also be charged with the loss of a minimum of the equivalent of one full
season of competition in all sports. (see 31.2.3 in the NCAA Manual) The student-athlete will remain ineligible
until he/she tests negative and their eligibility is restored by the NCAA following the year long ban.
Alcohol Policy
The SFA Athletic Department does not condone the illegal or otherwise irresponsible use of alcohol. It is the
responsibility of every member of the university community to know the risks associated with alcohol use and abuse.
This responsibility obligates student-athletes to know relevant university policies and federal, state and local laws
and to conduct themselves in accordance with these laws and policies. This policy extends to the recruitment of
prospective SFA student-athletes. Prospective student-athletes visiting campus and socializing with current
students are expected to participate in all activities without the influence of alcohol. It should be understood that
possession or consumption of alcoholic beverages by individuals under the age of 21 is a violation of Texas state
liquor laws. Likewise, it is illegal for anyone to supply alcoholic beverages to persons under the age of 21.
The Athletic Department will issue a positive drug test result to any student-athlete upon conviction or plea of
guilty to the following, or its equivalent:
1. Driving under the influence (DUI/DWI) or other motor vehicle violations involving alcohol or drugs
2. Public intoxication
3. Drunk and disorderly
Other violations of law or university policy involving alcohol or drugs, including possession, will be reviewed by the
Director of Athletics and may be grounds for a positive test result or suspension.
Use of Tobacco
Appendix 1
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NCAA legislation prohibits the use of tobacco products by student-athletes, coaches and game official
during practice and competition in all sports. A student-athlete using tobacco products during practice
or competition is disqualified for the remainder of the practice or competition.
The use of tobacco products is prohibited for all Athletic Department personnel (e.g